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Jordan & Morgan Production Policy Manual
For J&M Production

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1. Introduction

This policy manual outlines the standards, principles, and procedures that govern operations at [Your Company Name], a multi-disciplinary production firm specializing in Graphic Design, Social Media Management, Audio-Visual Production, Photography, and Videography. These policies ensure professionalism, consistency, and compliance with industry standards.

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2. Mission & Vision

Mission
To deliver innovative and high-impact multimedia solutions that elevate brands and tell powerful stories.

Vision
To be a global leader in creative production by setting benchmarks in quality, integrity, and innovation.

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3. Scope of Services

This policy applies to all projects and teams working in the following departments:

  • Graphic Design

  • Social Media Management

  • Audio-Visual Production

  • Photography

  • Videography

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4. Workplace Conduct & Ethics

  • All employees must uphold the highest standards of professionalism, respect, and integrity.

  • Discrimination, harassment, or unethical behavior will not be tolerated.

  • Team members are expected to maintain a client-first mindset, ensuring clear, honest communication and exceptional service.

 

5. Client & Project Management

  • Contracts: All projects must have signed agreements outlining scope, deliverables, deadlines, usage rights, and payment terms.

  • Revisions: Include a clearly defined revision policy (e.g., up to 3 rounds unless otherwise agreed).

  • Communication: Project managers are responsible for ensuring transparent and regular client updates.

  • Deadline Compliance: Meeting deadlines is non-negotiable unless justified and approved with prior notice.

 

6. Intellectual Property (IP)

  • All creative works (visuals, videos, designs) remain the company’s IP until final payment is received.

  • The company retains the right to use work samples for portfolio and promotional purposes unless restricted in writing by the client.

  • Employees must not reuse or distribute client assets without written consent.

 

7. Confidentiality & Data Protection

  • All team members must sign NDAs where applicable.

  • Client data (including passwords, strategies, and personal information) must be securely stored and never shared.

  • Data breaches must be reported immediately to management and IT.

 

8. Quality Assurance

  • All work must undergo internal reviews before delivery.

  • Use approved tools, formats, and resolutions based on the project type (e.g., 4K for videography unless otherwise specified).

  • Maintain brand consistency for recurring client content.

 

9. Equipment & Software Use

  • Only authorized personnel may access and use production equipment.

  • All software must be legally licensed and updated regularly.

  • Any damage or technical issues must be reported immediately to the technical supervisor.

 

10. Social Media & Public Representation

  • All public-facing content (including posts and stories) must be pre-approved by the marketing manager or brand head.

  • Employees are prohibited from discussing company matters or clients on personal social media.

 

11. Team Collaboration & Reporting

  • Use company-assigned communication tools (e.g., Slack, Trello, Notion).

  • Daily or weekly team check-ins are required depending on department workflow.

  • Any delays or issues must be reported immediately to project leads.

 

12. Freelancer & Vendor Policies

  • Freelancers must sign contracts with confidentiality, IP, and payment clauses.

  • Vendors must comply with the company’s ethical and quality standards.

 

13. Health & Safety (for On-Set/On-Site Work)

  • All crew must comply with safety protocols, especially for location shoots.

  • Use protective gear as required.

  • Insurance coverage must be verified for external sites or international shoots.

 

14. Legal Compliance

  • Comply with copyright laws, advertising standards, and local labor regulations.

  • Ensure appropriate releases (model, location, music) are signed for public-facing content.

 

15. Review & Updates

  • Policies will be reviewed bi-annually or as required by legal/operational changes.

  • All employees will be notified and briefed on major updates.

Would you like this turned into a branded, styled PDF or editable document for internal use (with logo, colors, formatting etc.)?

4o

You said:

many you include refund policies as well

ChatGPT said:

Absolutely — here’s an added Refund Policy section tailored for your multi-production company. I’ll integrate it as Section 16 of the policy document and ensure it aligns with professional service standards:

 

16. Refund Policy

To maintain fairness and transparency in all client engagements, [Your Company Name] implements the following refund policies across all service categories:

 

16.1 General Refund Terms

  • Refund requests must be submitted in writing within 14 days of project initiation or milestone delivery.

  • Refunds are not applicable for services already rendered or assets already delivered.

  • No refunds will be provided after final delivery and client approval unless there is a breach of contract.

 

16.2 Deposit Refunds

  • All projects require a non-refundable deposit (typically 30%–50% of the total project cost) to confirm scheduling and initiate work.

  • Deposits cover administrative, planning, and resource allocation costs.

 

16.3 Service-Specific Conditions

Graphic Design

  • If no work has been delivered, a partial refund (excluding deposit) may be granted.

  • Once design drafts have been shared, refunds will be prorated based on progress.

Social Media Management

  • Monthly contracts are non-refundable after the start of the campaign month.

  • Cancellations must be made at least 7 days before the renewal date to avoid charges for the next month.

Audio-Visual, Photography, Videography

  • Shoots canceled with less than 48 hours’ notice are non-refundable.

  • For technical or quality issues proven to be the company’s fault, we offer:

    • Re-editing at no additional cost, or

    • Partial refund at management’s discretion.

 

16.4 Force Majeure & External Cancellations

  • No refunds will be provided for delays or cancellations caused by natural disasters, government restrictions, or third-party failures.

  • Rescheduling will be offered in such events, subject to availability.

 

16.5 Dispute Resolution

  • In the event of a dispute regarding quality or service delivery:

    • A formal review will be conducted by the department head.

    • A resolution will be proposed within 10 business days.

    • Refunds, if applicable, will be processed within 7–14 business days after resolution confirmation.

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