Many companies are finding themselves in position of having to go remote with a very fast turnaround. We wanted to make some of that process easier by giving some guidelines on creating (or updating) a remote work policy.
This is a HR agreement between the company and an employee on when and how they can work outside the office. It is also a checklist of expectations and guidelines.
The policy should outline the legal rights of employees that are working remotely and who are eligible to work remotely.
It should also contain best practices, therefore making the transition easier and reducing uncertainty. A policy such as this can be temporary or permanent.
Why should you have a remote work policy?
It’s a legal requirement. The documents you require will be different depending on local laws, make yourself familiar with what you require and don’t be caught out.
It’s protection for a company from breaches of employment and equal opportunities legislation and helps employees to know what the correct procedure is to follow. It is recommended that you review your policy at least once per year.
In a great article by Laurel Farrer she outlines these 6 areas in which a company can unknowingly be outside the law regarding remote work:
Work contract – scope of work must match the documentation
Occupational Health and Safety Standards
Information security
Employment and labor laws
Tax regulations
Immigration laws
Also, it helps employees to know:
How to handle communication
Steps to keep data safe
Their legal rights
Advice on wellbeing
How their interactions with management might change
That their career won’t be at risk by being remote
What should it contain?
The contents of the policy should help make it clear what expectations there are for both employee and employer. While the document is there to protect both sides legally, it should also help in the smooth operation of the business and help the employee to understand how remote working might differ from them doing their role in office.
Working hours
Legal rights
Insurance
Cybersecurity requirements
Tools
Expenses (if applicable)
Strategies
Termination
Creating the policy:
Before you start to craft your policy take time to consider the following:
Audit current work practices
Include employees in the process
Use clear language
Update the policy regularly
Work alongside HR, legal and financial departments in creating a remote working policy.
Outline how different roles will work remotely
Different requirements for HR vs a developer
Clear rules about working from home
Consider various scenarios and plan communication tools and processes for each:
Team all-hand meetings
Client kickoff meeting
Manager 1:1s
Performance reviews
Employee learning and development activities
Supply employees with the right tools
And ensure they are comfortable using them
Will you offer a stipend or reimbursement so they can purchase equipment?
Tools and software have both communication and engagement implications, as well as cybersecurity aspects
Tools to include:
Team communication
Video conferencing – hardware and software
Collaboration software
Things to consider:
What are the legal requirements around remote working in your jurisdiction?
Legislation differs from country to country
Is the role suited to remote?
If not, how can you adjust to suit this role via remote
Are management prepared? Will they require further training or support?
If a manager has no previous experience with a remote team training is advised
Are there implications to taxes or benefits?
This differs across states and countries.
Give guidelines on the use of Wifi and VPNs
Ensure these are tested
Make space for work relationship building and maintenance in the policy
Have a virtual water cooler and help management with improving engagement remotely
Schedule this monthly, quarterly and yearly
Ideas to use:
Office hours
Video hangouts (non-work)
If an employee is 100% remote ensure all other relevant policies are also signed, like their in-office colleagues
Macy Bayern of TechRepublic outlines 10 rules for your remote work policy:
Eligibility
Availability
Responsiveness
Productivity measurements
Productivity measurements
Tech support
Rightful termination
Physical environment
Security
Client confidentiality
Free resources:
Remember that your remote work policy should be tailored to fit your company. Use these resources as guidelines in crafting the ideal policy for you and your employees:
A Sample Remote Work Policy for Employers from Remote.co
Crafting Remote Work, Flexible Schedule, and Working from Home Policies [+ Templates] from Owl Labs
How to Make a Remote Work Policy Work for Businesses and Employees from Smartsheet
Guide to Writing a Telework Policy from The Telework Pilot Project
Telework policy and process from University of Washington HR Department
Telework Guidance from Telework.gov, official website of the U.S. Office of Personnel Management
Resources for companies embracing remote work from Gitlab
Remote Working Policy Template – Local Authorities, United Kingdom
Telecommuting Policy Sample from EnterpriseSeattle
Handbook of Operating Procedures – Telecommuting from The University of Texas at Austin
Ensure you give time to these other areas of how you approach remote, and help relationships and communication to be front and centre of how your team operates.
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Is your company heading towards the remote work landscape? Here is a comprehensive guide on how to make a remote work policy that works the best for you.
Rose is the co-founder of Grow Remote, a non-profit with a mission to make remote work local. She can be found rambling about remote on Twitter @remoterose
