With many businesses requiring that workers return to the office, remote and hybrid working are still the preferred arrangement of a lot of employees; at least for part of the time. Flexible ways of working are an asset to any business, and a good recruitment and retention tool for attracting and keeping the best people.
Remote work policy – what is it?
Employers that adopt flexible ways of working must have in place a robust remote work policy. This will set out the rules and guidelines that cover everything about the businesses remote work arrangements. It should include:
- Who can work remotely
- What the expectations are
- How performance will be measured
- What tools and support are available for remote workers
A remote work policy will outline expectations, responsibilities, and procedures for employees working outside a traditional office environment. Having a clear policy ensures operational efficiency and engagement among teams who are working collectively towards the businesses mission, regardless of their physical location.
What should be included in a remote work policy?’
The policy will act as the main resource for employees for all things related to remote work, so it should be as detailed as possible including:
Who can work remotely
Set expectations on which roles fall under the remote work policy. This is especially important for businesses transitioning certain roles from onsite to remote work. For example, while customer-facing roles require onsite presence, some customer service jobs (i.e. help desk teams, call handlers) can work well in a remote setting.
Work hours
Are employees required to be online at specific times? Will employees need to be available during different time zones? Some businesses have remote employees who work on different shifts, while others allow for flexible hours or varied patterns, depending on the nature of the job.
It is important to outline work hours in a remote work policy because while norms like work hours and communication are easily observed in an office, they can vary in remote or hybrid environments, causing uncertainty and reducing team cohesion.
Performance management
Remote working has a greater focus on output over hours worked, which requires a shift in mindset. While working onsite is about visibility and hours worked, remote working focuses on goals and output. This is where project management tools can help track a team’s output against timelines; just as important is ensuring everyone is trained in using these types of tools.
Technology and tools
This section will cover the tools and software that remote workers are expected to use. Employees will be responsible for keeping equipment and data safe from breaches, so this section should include guidelines on that too.
Equipment
- Will the business ship laptops to employees?
- Will the business cover a fixed amount for work-related expenses?
- Will the business supply additional hardware such as keyboards, mouse, docking stations?
- Will employees buy them instead, and have them reimbursed?
Having a space at home that is dedicated to work will help employees remain focused and productive. Employers can support this by offering financial assistance for work-from-home setups.
Software and communication tools
Providing a list of approved software and tools for teams to use while working remotely will ensure consistency across the business. The policy should include guidelines on when to use which tool, and training should be provided as part of the businesses remote work arrangements.
Cybersecurity and data protection
Employees working form home need to be just as vigilant when it comes to keeping equipment and data safe. Important considerations include:
- Password policies and multi-factor authentication
- Guidelines on using work laptops for personal use
- Compliance with data laws
To ensure workers comply with these guidelines, employees should be required to sign a Standard Operation Procedure (SOPs) or similar during the onboarding process or after any major updates.
Treat a remote work policy as a living document
As in most workplace guidelines, it is important to treat a remote work policy as a living document; meaning it is not set in stone and should continue to evolve as changes and updates happen. From changes to employment laws, technology, and ways of working, employers must be ready to adjust policies as needed.
As working arrangements continue to evolve, a remote work policy must keep up. With the right tools, input from key stakeholders, and regular reviews, employers can build a policy that supports their people and goals.
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