Creating an effective remote work policy
Photo by Brooke Cagle on Unsplash
Pre-pandemic, many companies’ attitude towards working from home was that it just couldn’t be done. All of the equipment needed was in the office, as were colleagues, and dialing in from a computer outside the organization introduced a level of security vulnerability.
But covid changed all that. It forced companies to find ways to ensure employees could work from home, or else the work just wasn’t going to get done. Rather than being a short fix, remote work carried on for quite a long time—up to a few years in some cases. That proved to many companies—and their employees—that much work really could be done from home.
Now that many employees have experienced working from home, they want it to continue, at least in part. And, if it doesn’t, there is the possibility that they just might consider finding a job at another company that does offer it.
What this all means is that you might want to seriously consider allowing remote work. And if you do, you need to plan out what that will look like. The most effective way to do this is to develop a carefully thought out policy that clearly outlines the rules and expectations surrounding it.
But just what do you put in that policy? Actually, a lot more than you might think. So we are going to outline the main points that are typically included in remote work policies. Our list of clauses isn’t exhaustive, but it’s a good starting point.
You can use the list in two ways.
As a learning tool to discover the many things you need to consider if you are going to introduce remote work.
As a list of clauses to include when creating your own policy.
1. Purpose
This is the introductory section in which you briefly explain the purpose of the document. You may also explain whether the policy is ongoing, or just temporary.
2. Definitions
Like any policy, there will be terms used in the document that need to be defined so that the reader clearly understands what you are saying. Examples: telework, home, rotation, eligible staff, remote work arrangement, etc.
3. Eligibility
You want to be very clear on which employees are eligible to apply for remote work. Examples: “all employees with the exception of warehouse staff”; “only those employees whose job has been identified as telework eligible”; “permanent employees only”, etc.
4. Application Procedure
In this section you outline how employees apply for telework. Do they fill in an application form? Do they simply apply by sending an email to their supervisor? Are there certain dates each year that applications are accepted, for example, at year end? If you accept applications at all times, how soon before they wish to start working remotely must employees apply?
5. Decision process
It is important to be clear on how decisions will be made. Who will decide if an employee’s application for remote work is approved? What factors will be taken into consideration? How will you ensure the decision process is fair and transparent?
6. Termination/Amendment Procedure
You want to explain when telework arrangements may be changed or terminated (by either employee or employer) and for what reasons. In addition, outline the procedures involved. What is the procedure if the employee wishes to alter or terminate the arrangement? What is the procedure if the employer wishes to terminate? How much notice does each party need to provide before the change or termination goes into effect?
7. Duration
Be very clear on how long any individual remote work arrangement is valid for. Example: “Agreements are made for 6-month periods. At the end of such period, the employee may ask for renewal. Any such renewal is at the discretion of the company and is not guaranteed.”
8. Schedules
As with in-office work, each employee should have a set work schedule. Does the employee have to work the same hours as they did when they worked in the office? Can they build their own schedule? Are there certain time frames within which they must work? Must they work in one continuous shift? Example: “Employees can choose any one 8-hour shift in a day, consisting of 4 hours of work, followed by a one-hour lunch break, followed by another 4 hours of work, with the shift beginning as early as 7:00 a.m. and ending as late as 7:00 p.m.”
9. Expectations/Conditions
Outline what you expect, in general, from employees who work from home. Examples might be:
A set time and duration for lunch and breaks;
A work station that is in a separate room, with limited distractions, and a door that closes for privacy;
Identifying when it is permissible to step away from the work desk;
How to securely store company equipment when off duty;
Ensuring that family members or roommates do not have access to any company or client information;
Liability for company equipment, etc.
10. Accountability/Monitoring
If you choose to use software or other means to monitor employees, disclose this and explain how it works (e.g. “You must sign in to your company account at the beginning of your scheduled shift, and remain signed in throughout your shift; all activity may be monitored.”)
11. Discipline
Outline possible actions that may be taken by you if the employee violates any aspect of the flex work agreement.
12. Support
What ongoing support related to telework is available, and how does the employee access it? For instance, how and when can they contact their supervisor or fellow employees? Who should they contact with tech issues? What about regular work supports they would have received in person at the office, such as training, HR support, information on bulletin boards, etc. How do they access those when working from home?
13. Technology
Outline what equipment is required when working from home. (e.g. desk, computer, printer, phone) and identify who will supply each of these (employee or employer). Also indicate what software will be used (regular software such as Microsoft Word, but also the type of software that allows the employee to dial in to the office computer network.) It is also important to identify what training will be provided on how to use tele-related software and equipment.
14. Privacy
Many employees do not live alone. What measures do you expect them to take to protect the privacy of company and client information?
15. On-site requirements
Are employees required to appear on site for certain work activities? How will they be notified of these? Will travel time be included in their work hours, or must they travel on their own time?
16. Location
Where can the employee work? (E.g. From home only? Is it permissible to work from a coffee shop or a library?) Can they live anywhere, or must they reside in the general area of the company?
17. Expenses
What will the employer pay for? Mileage to office? Company laptop? Cell phone? If an employee uses their own home computer, is there an allowance for internet usage? Is there an allowance for calls made from a home phone?
And one final note:
Employees typically apply for remote work arrangements, and their application may or may not be approved. If it is approved, a written agreement is usually signed by employee and employer. This is important, as remote work essentially changes the work arrangements agreed to when the employee was first hired and signed their letter of offer, or employment contract.
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I hope this list has been helpful to you. It contains some of the most common elements that we see included in remote work policies. But, of course, there may be other elements you want to include, based on your own industry and company requirements.
Cheers,
Tim
[ This article is intended as general information only and is not meant as professional advice. ]