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14 Work From Home Policy Best Practices in 2024

You found our list of work from home policy best practices .

Work from home policies are documents that outline rules and guidelines for remote workers. For example, this document might include information on tech packages, password sharing, time tracking, expense management and more. The purpose of these policies is to support remote teams in doing their best work, and providing for smooth operations.

You can learn best practices in books on remote work and team management books . These policies should be informed by remote work data .

This article explains:

• What is a work from home policy
• What are the types of work from home policies

What to include in a work from home policy

Work from home policy best practices.

So, let’s get started!

From working hours to communication guidelines to security protocols, here is a list of items that every remote work policy should include.

1. Working hours

Traditional offices tend to function on a 9-5 basis, but virtual offices hours are at the discretion of the employer. Some organizations prefer employees to stick to a set schedule, while others adopt a “work whenever” approach. There are also workplaces that fall somewhere in the middle by allowing staff to choose shifts or stipulating certain hours that all employees must be online. For example, organizations with offices across the country might designate a window of time that fits within all timezone’s workday so that meeting scheduling is less of a headache.

Working hours are one of the most important points to clarify within your work from home policy. You should specify whether employees must be available during set hours and whether employees can choose hours. You might also mention how staff should communicate availability, for instance by blocking time on a cloud-based calendar or setting an away status on Slack.

You may use employee scheduling software to support this policy.

Regular work hours may be part of an employee wellness program.

2. Timekeeping and hourly reporting

Because remote working hours are more flexible, timekeeping can be more complicated. Many remote managers turn to time clock software to ensure that offsite employees put in the expected hours. Programs like Toggl, Time Doctor, or Workday can track your offsite staff’s time. For simplicity’s sake, you can use the same time clock software for in-office and remote employees. Recording hours can keep remote employees accountable to focus and work for the full period, so you may want to consider asking salaried employees to log hours as a way to track time too.

In your remote work policy, you should provide instructions and deadlines for submitting hours, and clarify the approval process. Employees still need to follow labor laws, so you should remind workers to take required breaks and monitor the time-cards to catch and correct any issues.

Here is a list of the best employee time tracking platforms .

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3. Communication guidelines

Remote collaboration cannot happen without communication. Online conversations allow employees to ask questions, give updates, and brainstorm ideas from entirely different buildings.

For best results, you should provide communication guidelines in your work from home policy. These procedures outline how and when staff should respond. Teammates should know what platforms to use. For instance, perhaps internal instant messaging is the default method of remote contact, but employees should call a video meeting to discuss any formal customer complaints. Here at TeamBuilding, we give all employees a list of best practices to employ on Slack, including tagging users in appropriate threads and reacting emojis when possible to avoid cluttering feeds.

Employees should also understand response time expectations. For example, perhaps you want all teammates to answer instant messages within three hours and reply to emails within one day.

4. Technology usage

If your remote employees use company laptops or other employer-owned equipment at home, then you should set rules for technology usage. Standards for appropriate use can vary from company to company. For instance, some organizations might not mind if employees binge Netflix on the company laptop during off hours, while others may prefer that staff use the computer strictly for work.

Of course, you want your staff to use the laptop strictly for your work. Hustling on the work laptop, even tasks as innocuous as listing items on an eBay store or writing a novel, can cause conflicts of interest and other legal issues down the line. Better to make this point crystal clear up front.

Technology is imperfect and issues are bound to arise. All remote employees should know how to reach the IT department.

A thorough remote work policy will also outline which party bears responsibility for lost or damaged equipment. For example, perhaps the company will not cover theft, but battery replacement is part of the warranty.

Outlining repair procedures is also extremely helpful. You may want to clarify whether an employee can use any repair shop, should visit a certain approved vendor, or must mail the equipment, with a tracking number, to the central IT office. Also, explain whether the company will pay up front or reimburse employees for a third party repair. Should something break, your employee will not have to ask you these questions, making a stressful day slightly less stressful.

5. Security protocols

Cybersecurity is a major concern in virtual offices. Within your remote work policy you should outline security protocols to ensure that all organization, client, and employee data remain secure.

Because there is no way to confirm the security of every employee’s WiFi connection, you may want to use a business VPN . Sensitive information like trade secrets or customer payments definitely call for a private network. Confidential virtual meetings should use a secure virtual meeting software ; you can password protect your room to deter interference. Also, employees should store work files on company computers, not personal drives.

Addressing behavior is also advisable. For instance, you can discourage healthcare employees from accessing patient information in crowded coffee shops where the laptop screen is in full view. You might also advise employees not to write down or repeat customer credit card numbers in shared homes, even if alone.

6. Virtual meeting etiquette

Virtual meetings are still meetings, and meetings call for professionalism. Attendees can often relax more on Zoom calls, but there is a fine line between donning sweatpants during the weekly team call and playing Barbies with a five year old during a shareholder meeting.

By outlining virtual meeting etiquette tips , you save your team embarrassment and prevent uncomfortable conversations.

You should recommend tips like:

• Mute your microphone upon entering the call
• Use headphones to minimize noise
• Keep your webcam feed on
• Broadcast from a clean space or use a neutral background
• Limit virtual meetings to one hour or less

Explaining meeting best practices sets attendees up for pleasant and productive online conversations.

7. Approval procedure

If your employees do not telecommute full time, then you will want to explain the procedure for requesting remote work days. Your company might require staff to submit a written request at least twenty-four hours in advance. Employees should know who to ask for approval, and whether any managers or other departments need to be cc’d.

Even if employees can take unlimited remote days without asking permission, you may want to provide general guidance. For example, communicate whether there is a monthly or weekly maximum of work from home days, or whether there are days when employees must work from the office.

8. Expenses

In virtual offices, employees cannot just call down the hall or pop into a boss’s office to ask permission to make a professional purchase. Instead, teammates will probably send a message or an email, which takes time to answer. The employee may be on a tight buying deadline, so general guidelines are useful.

You can include expense procedures in your work from home policy, mentioning whether items such as office furniture, meals, subscriptions, or mileage are recoverable costs. Some companies even supplement internet or phone bill payments for telecommuters. You should also explain the expense submitting and approval process and relay deadlines.

Here is a guide to employee benefits that may help.

9. Boundaries between home and work life

Recently, I saw a cartoon that read, “Do I work at home or live at work?” Boundaries blur in home offices . Washing the dishes between meetings is a temptation, and might even be a productivity-booster for some folks. Childcare can interfere with work tasks, especially on days when children are home from school. Though your employees are human and home-life may bleed into the workday from time to time, separating the two environments is in the best interests of your company and your employee. Switching between tasks too often requires extra time and brainpower, and affects overall productivity.

Your remote employees may struggle to set boundaries while working from home, so you may want to suggest boundaries in your work from home policy. For instance, you may devise a classification system for meetings so your working parents know which Zoom calls are welcome to tiny party-crashers, and which video conferences your employees might want to take in the car or at the office. Also, some work from home professionals feel the need to always be on the clock. You may want to set cut off hours so that your employees do not check emails after midnight or engage in other overworking activities that can lead to burnout.

You can consider introducing Virtual Take Your Child to Work Day to support your team.

10. Team building

Employees tend to be more enthusiastic about optional remote team building exercises , so you should not force attendance. Still, remote workers often admit feeling lonely or disconnected, and virtual social hangouts can prevent those feelings.

Though you do not need to make all events mandatory, you may want to add a requirement that remote workers attend one social event per quarter, or that new employees join one event within the first two months. Activities as simple as scheduling a ten minute virtual coffee break with a colleague can be an effective way to ward off isolation.

Perpetuating teamwork and community are strong benefits of team building , and just as essential to the job as technical tasks. So, you should ensure that offsite employees take time to connect with colleagues.

You can do team building with executives too.

Here is a list of best practices that will make your work from home policy relevant and effective.

1. Use clear and specific wording

Writing your work from home policy is not the time to be vague. When your entire workforce is remote, this document is employee’s main form of instruction. Spelling out your rules and expectations in straightforward language with concrete examples will ensure that all employees can understand and follow your standards.

2. Enforce rules equally

Though your staff’s home work environments may be unique, rules must still be uniform. You should enforce work from home policies and regulations equally among staff. Home workers should deliver the same quality and quantity of work as in-office staff, and you should hold team members in all locations accountable.

If remote work is only available for certain positions or extenuating circumstances, then you should explicitly state this fact in the policy. Otherwise, granting only some employees the permission to work from home could seem like favoritism. According to the Harvard Business Review , flexible working and work from home options are among the most sought employee perks and benefits, so employees may be extra sensitive to fair treatment in telecommuting decisions.

3. Strive for office and home office harmony

Buffer’s 2020 State of Remote Work report found that fifty percent of professionals who did not recommend remote work belonged to companies with a mix of remote and non-remote employees. This data suggests that these companies might face communication and collaboration challenges that come with switching between in-office and offsite work.

Providing the same guidelines, procedures, and programs to all employees eliminates many of these struggles. Your centralized employees can still use time clock software and communication platforms like Slack. In fact, these programs can save time by eliminating the need to track down a colleague within the building. When all employees use the same programs, employees will not need to guess how to contact colleagues or adapt to a new system when working remotely. Streamlining your technology and procedures will make for a more natural integration.

4. Adapt with the times

Technology evolves rapidly, and global situations constantly change. As a result, your work from home policy will need updating. You should revisit the document to refresh security protocols, reconsider default programs, and adapt rules to fit to new circumstances.

If you do not have a work from home policy at all, then now may be the time to write one. Though some companies might consider virtual work to be a temporary situation, a recent survey from PwC found that 72% of US workers would like to continue to work remotely at least two days a week. The pandemic crisis of 2020 showed that many workers could perform jobs effectively at home, making many workers question the traditional routine. Acknowledging this fact and embracing remote work can help organizations remain competitive with flexible companies and achieve better employee retention rates.

Final Thoughts

Remote work is still a relatively young concept, and there is no definitive telecommuter Bible. Regardless, the items and tips on this list provide an excellent starting point for your remote work rule book. Your main aim is to maintain standards across all work environments, ensuring that employees are as careful, focused, and connected as they would be if seated down the hall.

Next, check out our article on how to manage remote teams , this list of team management skills and these remote work location ideas .

We also have a list of ways to beat work from home fatigue .

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FAQ: Work From Home Policy

Here are some of the common questions and answers about work from home policies.

What is a work from home policy?

A work from home policy, also called a telecommuting policy or a remote work policy, is a set of rules that permits working offsite under certain conditions.

The policy clarifies which situations are acceptable reasons to work from home, for example, illness, inclement weather, or family emergency. A more lenient work from home policy might not require a valid excuse or formal process, but may specify the maximum amount of days per week, month, or year that an employee may work remotely.

More importantly, a remote work policy sets standards and expectations for staff behaviors. A manager cannot directly observe a remote staff member, so virtual work requires deeper levels of trust. Telecommuting policies outline rules so that employees understand how to act. For instance, a policy might outline instructions for how to use company equipment or what hours to be available.

What are the types of work from home policies?

There are two types of work from home policies: 100% remote, and hybrid remote. The former describes companies whose employees work from home full time. In these organizations, certain roles may be remote, or all positions may telecommute. In these situations, the work from home policy and the employee handbook are typically one in the same.

Hybrid remote models allow office-based employees to work from home upon occasion. These organizations may permit employees to telecommute anywhere from a few days a year to a few days a week. In the past, businesses were strict about in-office attendance, but an increasing number of companies now allow employees to work from home more liberally.

Author: Angela Robinson

Marketing Coordinator at teambuilding.com. Team building content expert. Angela has a Master of Fine Arts in Creative Writing and worked as a community manager with Yelp to plan events for businesses.

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Remote Working Policy & Best Tips for Remote Workers

The past two years have shown us that, in one form or another , remote work is here to stay. In fact, a recent McKinsey study reported that 9 in 10 companies are switching to a permanent hybrid work model. This makes it more important than ever for employers to implement a remote work policy that clearly outlines the guidelines for working remotely.

• What is a Remote Work Policy?
• What is the Purpose of a Remote Work Policy?
• What are examples of Remote Work Policy?
• Remote Work Policies Checklist
• What is the Right Policy for Your Remote Workers?
• What is a Remote Worker?
• Best tips for Working Remotely
• Best Tools & Software for Remote Workers
• Benefits for Remote Workers
• What are the Risks & Preventions of Working Remotely?

What Is a Remote Work Policy?

A remote work policy is an agreement that outlines expectations and guidelines for working outside the office. This includes who can work from home, what is expected of them, and how performance will be measured. A remote work policy should also define what tools and support are available to employees.

If you offer remote or hybrid working models in your company, then you need to make sure you write and implement a comprehensive policy that covers all aspects of working from home . This will help your employees understand what is expected of them and help you avoid any potential disputes or misunderstandings.

Here are a few examples of questions you should consider before writing your policy:

• Which roles can be performed effectively from a remote location? Which roles can’t?
• How will you monitor hours worked for employees working remotely? If you have hourly employees, how will you ensure they don’t work too much overtime?
• Which policies will employees have to adhere to when working from home? Dress code? Fixed hours?
• What about utilities and equipment? Will you pay some of their electricity and internet bills? Will you provide laptops to remote workers ?
• What tools and software will your employees need? How will you ensure they have access to all the platforms they need? What security measures will you take?
• How will your employees communicate and collaborate?
• How will you measure performance?

The Purpose of a Remote Work Policy

The purpose of a remote work policy is simple: to ensure the smooth running of business operations when employees are not based in the office. You want to clarify the guidelines and expectations that remote workers need to be aware of so that they know what is expected of them, and how they will fulfill their duties. This will help your employees understand their rights and the rules they must follow as remote employees.

The ultimate aim is to optimize your remote workforce while limiting the risks associated with working outside the office. For example, your policies for remote employees should clearly define if there is a need for specific working hours or if the remote employees are allowed to plan their day around their own individual needs.

Your policy should also set specific expectations around communication, equipment and specific security precautions. Defining a clear framework will help you manage employees’ expectations from the outset and make it easier to promote engagement and productivity.

Work from Home: Policy Samples

There are a number of key areas you need to cover in your remote work policy, as we will see shortly with our remote work policy checklist. However, the level of control you exert and the specific content you include will depend on your own internal standards. It will also depend on the type of remote work policy you are implementing.

Here are a few examples of types of policies for working from home:

• Strict policy : where remote workers must follow a strict work schedule, where start and end times and breaks are closely monitored.
• Ad hoc policy : where an employee works from home on an occasional basis when it is appropriate or beneficial to do so. Managers usually have the discretion to approve/deny any work from home requests.
• Allowance-based policy : where employees are allotted a fixed number of days per month when they can work from home. Employees are required to use discretion when scheduling remote workdays so that they don’t miss any important in-office meetings and events.
• Flexible policy : where employees can work remotely as much as they like and come into the office whenever they see fit.

If you are not sure where to start, you can download Factorial’s free remote work policy template and tailor it to your company’s needs. This work-from-home policy template will help you define your rules and regulations around remote work so that you can clearly communicate them to your employees.

Remote Work Policy Checklist

Establish Working Hours & TimeKeeping Process

The first thing to include in your working from home policy checklist is establishing working hours for remote workers. You need to specify if employees need to be available during set hours, or if they can choose their own schedules. If you are offering flexible schedules, then you need to define how staff should communicate availability (calendars, Slack status etc.). This will depend on the nature of your business.

You also need to define how timekeeping will be monitored. Will you use time clock software to monitor and record working hours? What about breaks? This will depend on payroll requirements and if you have salaried or hourly workers.

Define Tools & Equipment

The next thing you need to define in your policy is what telecommuting software and tools for remote workers you are going to provide. You need to make sure your remote workers have access to the right technology so that they can fulfill their individual duties from home. Your employees also need to be able to collaborate with co-workers and communicate with supervisors. The newest software for remote workers includes video conference software, communication platforms, and management tools.

Also, consider what support you will offer in terms of equipment . Does everyone have a computer and internet connection at home? Will you provide equipment or reimburse remote workers? If you are providing company equipment, what standards of use will you set?

The right software, equipment and tools will help your employees optimize their home office and feel a part of the team, regardless of location.

Clarify Which Company Policies Will Apply

It is important to clarify what general rules, regulations and policies will still apply to remote workers.

Company policies and resources that should still apply, regardless of location:

• Code of Ethics
• Attendance Policy
• Professional Code of Conduct
• Sexual Harassment Policy
• Confidentiality Agreement

Discuss How Performance Will be Measured

Another important element of your remote work policy is defining how you will measure the performance and productivity of employees . Decide what performance metrics you will use: completed projects, closed sales, etc.

What software will you use to track productivity? What goals and KPIs will you set? This will depend on the nature of each role.

Determine Communication Practices

Be clear about what you expect of your employees when it comes to communication. How often should they check in? What channels should they use to communicate with their colleagues? Will they be required to attend virtual meetings? What software will they use to manage projects and give remote presentations?

Define Security Measures

The final important element of the working from home checklist that we are going to mention today is security. Make sure you outline all your security protocols to protect company, client and employee data.

Will you use a VPN? Should virtual meetings be password protected? Can employees use personal devices to access company data?

Putting the Right Remote Work Policy in Place

Let’s end by looking at a few best practices you should consider when you write your work from home policy employee handbook. This will help you write a policy that is both relevant and effective so that you can maintain standards across all work environments.

• Be as specific as possible. This document will establish the rules and guidelines for remote workers, so you need to be as clear and straightforward as possible. Use concrete examples so that employees understand your standards and expectations.
• Include a few tips for working remotely so that your employees can create a sustainable work environment that keeps them healthy, focused, and productive. For example, creating a designated workspace, taking regular breaks, and communicating regularly with their teammates.
• Make sure you enforce your policies consistently. Remote workers should deliver the same quality and quantity of work as in-office staff, and you should hold all team members accountable, regardless of location.
• Finally, make sure you review and update your remote work policy on a regular basis. This will help you adapt to new circumstances and evolving technology. It will also help you ensure you comply with any changes to state or federal employment laws.

What Are Remote Workers?

Remote workers are those who can work from anywhere. Often (and especially during COVID), these employees work from home— but they can also work from local cafés, from a hotel in Tahiti, or on the road so long as they had a good cell signal. Remote work previously appealed to employees who wanted a flexible schedule, no commute, and to be a little less stressed.

Now that remote work has become standard practice, many have been able to see the benefits and it looks like there’s no turning back. The remote workers definition has changed to encompass all workers.

Are remote workers more productive? Critics fear that without the watchful eye of a supervisor, employees won’t finish their tasks. However, a 2019 study showed that working from home actually increased productivity . Those working from home found they had fewer distractions at home than they did at the office and were able to get more done. Bonus: workers also reported a better work-life balance. With the time saved with the lack of commute, they were able to exercise more and connect with family.

Tips for Remote Workers

Remote work can have impressive results, but that doesn’t mean that there aren’t important challenges to consider. Being away from the office can leave workers feeling isolated and out of the loop. They may have difficulty acquiring the information they need or have trouble relaxing at the end of the day. What is a remote worker to do? Here are our top three tips for remote workers.

Communicate A Lot

Working from home means that employees must be much more conscientious about their communication habits. Your coworkers can’t see what you are doing or pop over to ask a quick question. Remote workers need to be serious about checking in with supervisors and peers, sending updates, and proactively requesting further information. This will help you stay tuned-in to the workplace and equipped to do your best work.

Make Use of Organizational Tools

One reason that remote work has become so popular in recent years is that advances in technology have made it easy for employees to work from anywhere. Take advantage of organizational tools like document managers, productivity timers, and communication platforms. One expert recommends having a shared team calendar with breaks blocked out . That you can make the most of your time together and take breaks when you need them.

Check Out Some Podcasts

It may not seem like it what with the screaming children and stressed significant other, but working from home can be lonely. Podcasts are not only great for staying on top of the news and finding great stories. They also can scratch your out-of-office itch to “chat” with someone else (or have some else chat to you).Listen while you do the dishes, clean the house (only during off-hours!), or lay on the couch. Make sure to also find time to connect with your real friends! No matter how much you love Michael Barbaro on The Daily , he’ll never ask you how your day was.

Get Into Meditation

These are stressful times. Even though you are working from home, it probably feels like you’re running more than ever trying to take care of things. It is important to find time to sit quietly and check-in with yourself. A little inner peace can go a long way.

Start slowly by carving out 3 or 5 minutes in the morning when you wake up or in the evening when you go to bed. Studies show that meditation can do wonders for anxiety and depression. It will help you gear up to take on the day or calm down in time to get a good night’s rest. Our tip for remote working: make time for quiet.

Take a Walk

Remote workers might have a hard time finding the privacy they need. Maybe you didn’t realize it at the time, but the commute to the office and uninterrupted hours at your desk offered a lot of space for thought. Working from home in a house with other people who might be working or schooling from home can build up a lot of steam.

It’s time to take a turn around the block. Get up, get out, and enjoy the fresh air. Stretch your legs and your lungs and so you can get back to work feeling refreshed. Walks are great for whatever spare pockets of time appear in your day. 20 minutes before the meeting? Take a 15-minute stroll to clear your head.

Prioritize Important Projects

While working remotely, workers may want to show that they are still on top of their game by prioritizing work that takes less time . This makes them appear more productive, but can actually be detrimental in the long run. During these uncertain times, you may not be able to get through all the work you would like to.

Make an effort to prioritize important work and long-term projects even if they don’t have as many short-term rewards. Instead of working more, work smart. Concentrate on the tasks that matter. You can use online tools to streamline your workflow and keep you on track.

Make a Plan For Tomorrow

Losing the routine and the structure of working in an office can leave you feeling adrift. There’s a simple way to add back the organization you’ve been craving: at the end of each workday, make a plan for how the next day will go. This is important to do while you have that special end-of-day insight into your needs.

That way, when you sit down to get to work, you already have a roadmap of where to go. You won’t have waste time digging through yesterday’s work, trying to make a plan.

Unplug at the End of the Day

Don’t burn out! Your home may have become your workplace, but you still need mental boundaries to achieve a healthy work-life balance. Set a time to finish working at the end of the day and stick to it. Try to get off the screen right away so that you can leave “the office” behind for the rest of your evening. That way, you’ll be ready to bring your A-game in the morning.

Stay Healthy 

Technically, this first tip isn’t directly related to work but the indirect impact it has on employees’ ability to do great work is massive.

• Encourage employees to get plenty of movement and nourish their bodies with whole, nutritious foods.
• Mentally, support employees to keep a pulse on their emotional wellbeing and implement practices like meditation or therapy to support mental health to whatever extent they need.

Staying healthy doesn’t come with a one-size-fits-all how-to guide, but as a leader, you should let your employees know you support their endeavors to take care of themselves. Depending on your position, it might make sense to do this through a company-sponsored wellness program. Remember, good health is an important baseline for great work.

Celebrate Success

One of the most notable adjustments when transitioning from in-office to remote work is a decrease in the level of visibility. Whereas in the office, employees know their managers see them typing furiously through the day with unbroken focus, at home there are no witnesses.

Even if your team still communicates plenty and regularly reviews one another’s projects, remote work still tends to leave employees feeling hungry for acknowledgment.

One of the best ways to combat this is by formally implementing practices that make it easy for your team to celebrate success through a company-wide social recognition program.  Employee recognition programs make it easy for team members to celebrate one another’s success, and messages of appreciation are displayed in a public social feed so that other employees can chime in with appreciation and revel in the joy of a win.

Adopt a Growth Mindset

Our final recommendation is an important lesson not only for work but for life in general. Studies on the growth mindset show that people who conceptualize talent and other abilities as fixed traits are much less likely to progress and improve compared to people who believe skills can be developed.

The logic is pretty obvious — if you believe there’s no room to improve, why would you try? On the other hand, if you believe your skills can be developed and strengthened, you’re much more likely to seek opportunities for improvement and invest the effort needed to turn those opportunities into growth.

The effects of a growth mindset apply to almost everything in life.

Specifically for working remotely , having a growth mindset means that employees shouldn’t let a couple of off-days or even weeks discourage them from continually working to refine the efficacy of their remote work situation. Some strategies will help, others won’t, and there will almost certainly be challenges along the way — but if you can encourage your team to keep an eye on improvement and hold fast to the belief that they can always continue to grow, you can be much better equipped for success.

Tools for remote workers

Working from home can prove a lot less challenging when you have with the right tools to make your job that little bit easier.

Below we discuss the top tools you need to successfully work from home.

Problem-solving tools

To successfully work remotely you need access to appropriate equipment. This includes essential equipment such as computer screens, keyboards, and routers.

Mental health tools

Mental health is a very relevant issue, however, now it is more relevant than ever. According to the US Centers for Disease Control and Prevention (CDC) report, mental health issues  rose by 40%  due to the COVID pandemic.

Managers can provide tools to support their employees, such as informing their employees which counselors and psychotherapists are covered under the companies benefits.

Meditation apps such as  headspace  and  InsightTimer  can also help to gain focus and clear employees’ minds.

Brainstorming tools

Mindmapping tools such as  MindMeister  can help brainstorm ideas. List-making software such as    Workflowy  can help you explore thoughts and new ideas deeply whilst recording your ideas in an organized systematic way.

Focus apps can help improve employees’ productivity and concentration levels. These include apps such as  Forest . This app grows a tree on your phone screen and the longer you go without checking your phone the bigger it gets. This motivates you to go as long as possible without getting distracted and also enables you to monitor the frequency in which you get distracted.

Communication tools

There are many excellent communication tools that facilitate group meetings such as  Krisp  – a noise cancellation feature so you don’t need to put yourself on mute in group meetings. Another great app is  Yac , enabling you to send voice notes to your colleagues, facilitating communication

Security Tools

Companies which operate remotwly are more susceptible to security breaches. That is why security tools such as  1password  can be of great use. This password manager tool protects companies from breaches in its security by providing one uncrackable password for each website you have an account for.

Upskill tools

Upskilling employees in this new distance economy can prove very useful for businesses. These include programs such as  Coursera,  which hosts classes from the best universities to develop users’ IT learning. Additionally,  Linkedin Learning  can help users develop skills to further their careers.

Remote Team Benefits

Having workers in different time zones helps offer 24-hour customer service. Hiring remotely also gives employers access to a wider talent pool.  For these reasons, among others, companies and workers are adopting a remote working philosophy within organizations.

Employees who have the opportunity to work remotely feel more valued, relaxed and productive. Also, when an employee feels like the company trusts them to work outside of the office, they often perform better, have a higher output, and are more committed to their job.  Not only that, allowing employees the flexibility to work from home, from time to time or on a more permanent basis, provides them with a greater opportunity for a  healthy work-life balance .

With that said, the main challenge that exists when you have both in-office and remote workers are trying to maintain a cohesive team that is capable of communicating efficiently. When a healthy and effective communication system is implemented, teams are more likely to strengthen their bonds, thus working better together.

Burnout Meaning: What is Employee Burnout?

Employees who are low-energy, disinterested, and indifferent are probably suffering from —you guessed it— job burnout. But what is employee burnout? WHO offers this burnout definition:

a syndrome conceptualized as resulting from chronic workplace stress that has not been successfully managed.

In short, burnout happens when employees maintain high levels of stress for too long. Maybe they have too much to do and too little time, a tough manager with unrealistic expectations, or they don’t have the right tools to get their work done right.

Employee burnout has been exacerbated by the pandemic, as daily work stresses were compounded by the challenges of balancing home life and work in the same setting. Studies show record levels of daily stress and worry have persisted from the start of the pandemic. Employees are burning out now faster than ever.

Who Suffers from Burnout with Remote Work? 

COVID measures keeping workers at home are critical to surviving the pandemic. However, they are taking a toll on employees and disproportionately affecting women, people of color, and those with caregiving responsibilities.

Many mothers are shouldering the increased responsibilities of caring for kids during the pandemic. So it’s no surprise that 9.8 million working mothers in the U.S. report suffering from burnout with work. In fact, working mothers are 28% more likely to experience it than working fathers. This burden doesn’t just lead to low productivity, anxiety, and stress. It is also a contributing factor in the Covid-fueled  exodus of women from the workforce .

Furthermore, workers of color may be experiencing even  more worry and stress than their white counterparts . They are more likely to lose their jobs, both because they represent a large portion of the workforce in industries with high turnover (such as retail and hospitality)  and because of  institutionalized discrimination .

Managers may not be helping workers suffering from WFH Burnout. While research shows that nearly 100% of managers rate themselves as supportive of employees with families, only half of their subordinates agree.

What are WFH Burnout symptoms?

So, how to prevent employee burnout? The first step is to recognize the employee burnout signs. Here are some of the most telling indicators that your employees are suffering from WFH burnout.

• One of the most obvious burnout symptoms is  reduced energy . Burnout saps employee energy and makes every little task seem impossible to overcome. If your employees seem more sluggish and less productive than usual, it may be burnout.
• Lower motivation  can also indicate burnout. Remote workers are especially susceptible to lose sight of the larger picture and feel disconnected. They may feel like nothing they do makes a difference.
• Employees suffering from pandemic fatigue are liable to  make more errors  in their work or turn in work of lower quality. Their attention to detail may be diminished and they won’t be interested in making improvements.

If you notice any of these burnout symptoms in your employees, it’s time to take action. Without help, employee burn out will only get worse.

How Can Leaders Prevent Burnout from Work?

In order to tackle burnout from work, employers need to prioritize employee well-being. These are uncertain times that we live in and employee burnout will be inevitable unless managers take concrete steps to forestall it.

Offer flexible work when possible.

While working from home is supposedly more convenient, remote work no longer entails flexibility. With their whole teams online, some managers want employees to stick to their pre-pandemic schedule. But this old model no longer works for employees who are juggling responsibilities and childcare. Sure, some meetings need to be organized and some decisions need to be synchronous. But many workers would benefit from a truly flexible schedule not tied to the typical nine-to-five. As much as possible, managers should encourage employees to work when they can instead of imposing a strict schedule. This will lead to less stressed, more productive employees.

Provide thoughtful check-ins and performance reviews.

Managers who want to prevent burnout need to check in with employees regularly. Most importantly, they need to offer guidance and support to employees who may be feeling that their work isn’t making a difference. Encourage employees to reflect on their own performance and offer praise for work well done. Be sure to connect their accomplishments with the overarching goals of the business. Using performance management software can help facilitate ongoing discussion  and avoid employee burnout.

Pay attention to time and mental breaks.

We all know that time became a little wonky during the pandemic. March is June; Monday is Thursday; two is five; five is seven. In this Alice in Wonderland timescape, workdays have grown to be  almost an hour longer than they were before the pandemic  . As workers struggle to meet expectations, the best way employers can support them is to make sure that they aren’t overworking.  Make sure your business is using a time tracker  and that your employees are clocking out on time. Encourage them to take breaks throughout the day! Breaks have been shown to improve  not only productivity but creativity .

Bring emotional intelligence to the workplace.

In order to prevent burnout with work, employers need to bring empathy and compassion to the workplace. Employers must cultivate  emotional intelligence in their interactions , practice active listening, and strive to create a culture of trust.  Cultivating a culture of emotional intelligence will help support workers and prevent employee burnout.

Remote work will likely remain a norm even after the pandemic ends. Employers must be proactive in ensuring their employees’ well-being and to make operational changes to support them. By helping those who are most susceptible to pandemic fatigue and burnout, leaders can build better organizations that will last far beyond these difficult years.

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How to Make Your Work-From-Home Policy More Effective

A work-from-home (WFH) policy has become a must-have for companies as more employees seek remote work opportunities. 

Put simply, a work-from-home policy is a formal agreement that provides guidelines for employees working outside a company’s office. These guidelines can include who’s allowed to work from home, how to request to work from home, where and when employees can do their work, and other WFH best practices to follow. 

Understanding how to craft a work-from-home policy is essential in today’s job market, as working from home has become the norm for many employees in recent years. According to McKinsey’s 2022 American Opportunity Survey, 58 percent of U.S. employees work from home at least one day a week and 35 percent work from home five days a week. Flex and hybrid work models are growing in popularity, signaling a new age of work where flexibility is a given .

Whether your company is finalizing a fully remote approach or a hybrid work model , creating a work-from-home policy can lead to compliance, clarity and satisfaction among employees. Read on to learn what to include in a work-from-home policy statement and how you can best prepare your team for success.

Benefits of a Work-From-Home Policy

A thoughtfully crafted work-from-home policy can have a crucial impact on the well-being of an organization’s workforce, so companies shouldn’t hesitate to develop one. 

Increases Employee Morale and Retention

An official WFH policy gives employees the opportunity to enjoy a more flexible work schedule and setting. Cutting out commute time, running errands and being able to take care of family are a few of the perks employees can look forward to under a work-from-home policy. These variables lead to a healthier work-life balance and higher employee morale, which a business can emphasize when discussing employee benefits with candidates. As a result, a work-from-home policy can help an organization retain its best workers while also drawing in top talent.

Reduces Operating Costs 

Companies that have a portion of their workforce working from home may have less expenses. Smaller office space, less on-site equipment and lower utility bills can all help reduce operating costs. And since flexible and WFH policies are so in demand from job seekers, companies with these policies are likely to have better retention rates and spend less money on employee turnover .  

Provides extra Support for Managers

Upper management can also thrive when a business moves forward with a work-from-home policy. Equipped with official guidelines, managers have a better sense of how to handle WFH requests, how to hold remote employees accountable and how to empower their employees to embrace a degree of flexibility while still remaining productive. Addressing these topics in writing takes a lot of the pressure off of managers since everyone has common documentation to refer to when they have questions. 

Boosts Productivity

Embracing a work-from-home policy can also lead to more productivity in the workplace. In a Gartner survey of over 10,000 remote workers, 43 percent said that they felt more productive thanks to flexible work models. 

Creates a Culture of Trust

Clear-cut standards enable managers to trust their employees working from home, and employees can trust their managers to adhere to the work-from-home policy without overstepping boundaries. With all parties on the same page, a company can cultivate a culture of transparency and keep its workforce happy, loyal and productive in the long run.

Strategies to decode, maintain and improve company culture.

How to Write a Work-From-Home Policy Statement

Before you put a plan into action, clearly outline your expectations for every employee. Include your work-from-home policy prominently within your employee handbook, and make sure every team member understands individual as well as team responsibilities. This is especially important if your teams are transitioning back from fully remote work to some remote work. Your employees should understand how their work arrangement is changing and why, especially if not all employees will be allowed to work from home.

What to Include in a Work-From-Home Policy

• Establish the purpose of the policy.
• State who the policy applies to. 
• Outline a procedure for the work-from-home request process. 
• Set admissible work-from-home days.
• Outline communication and task expectations clearly.
• Address time zone differences.
• Set technology, security and maintenance requirements. 
• Set performance requirements. 

Use the following guidelines of what to include in your policy statement to get started. Remember, as with any aspect of your company culture , your work-from-home policy should be thoughtfully adapted to your distinct workforce.

Establish a Clear Purpose

Clearly state what the purpose of this policy is, both in terms of the document itself and what you hope to accomplish by offering work-from-home opportunities. Ultimately, your work-from-home policy should improve your  employee value proposition (EVP) , enhance your team members’ experience at your company and align with your  core values . Convey the value of the policy as well as how the statement will be translated into action going forward.

State Who The Policy Affects

Outline which roles within your organization are eligible for remote work. Take into account client-facing responsibilities, software limitations and cybersecurity risks . Clearly stipulate all role restrictions to mitigate unnecessary WFH requests and prevent frustration.

Additionally, if you would like to have more of a selective acceptance process based on individual suitability, describe the type of employee that is eligible to work from home. Some questions to ask yourself about employees while considering them for work-from-home eligibility: 

• Are they reliable and present at work?
• Can they work independently?
• Do they have developed organization and prioritization skills?

Finally, stipulate any tenure required for employees to take advantage of the work-from-home policy, whether that is three months or a full year.

Outline a Procedure for the Work-From-Home Request Process 

How should employees go about requesting WFH time? In this section, lay out the entire process — is there a formal submission, or should employees have a conversation with their manager? Furthermore, do employees need to apply to be considered for the policy prior to submitting a request? Provide a step-by-step breakdown of what employees need to do in order to have the option of working from home and include links when necessary.

Read Next: 5 Ways to Support Employees With Chronic Illness

Explain the Approval Process

Explain who will be approving work-from-home requests and how each request will be evaluated. Will requests be reviewed by individual managers, or will HR oversee the process? Managers and HR should use their best judgment in determining whether an employee would be successful working from home or not. However, they should also consider the following:

Does the employee need to interact with clients in order to do their job?

Is the employee privy to private information and data that, if accessed outside the office, could jeopardize our business or clients? 

Is the employee’s home work environment distracting?

Will having the employee work remotely jeopardize your team’s success or make it difficult to communicate, collaborate or accomplish our objectives?

Does the employee need additional software or resources to complete their tasks outside of the office? If so, what are the associated costs?

Before you assume answers, talk with employees and allow them to address each question individually. If you know an employee has several children at home or has mentioned construction going on in their building, ask them how they will ensure they are still productive in a different working environment . Doing so will give everyone a fair evaluation and prevent unfair work-from-home limitations based on preconceived notions and unconscious biases .

Set Admissible Work-From-Home Days 

In this section, explain when employees will be allowed to take advantage of the work-from-home policy. Will you provide weekly “WFH Wednesdays,” or will employees be able to work remotely as needed? Will there be team days when everyone is expected to be in the office?

If there are certain days of the year in which remote work is not permissible — for example, during the last week of the month for sales representatives or during all-hands meetings — state that clearly within the policy so there is no confusion when the dates roll around.

List Acceptable Reasons to Work From Home

If you are not providing all employees with WFH privileges, provide examples of acceptable reasons for a work-from-home request. Make it clear that the reasons listed do not guarantee approval; the employee must still submit a request to be considered.

Possible reasons an employee may need to work from home include:

• Parenting responsibilities.
• Illness or disability status.
• Work-life balance.
• Appointments during the workday. 
• Commuter delays. 
• Unsafe weather conditions. 
• Home/personal emergencies.
• Other reasons discussed with and approved by supervisors.

Designate Specific Working Hours

State whether employees are expected to be online during a specific time (for example, between 9 a.m. – 5 p.m.) and if time zones will impact working hours. 

Alternatively, set the expectation that employees and managers will determine working hours on a case-by-case basis given the employee’s responsibilities and manager’s needs.

Outline Communication, Responsiveness and Availability Expectations

If employees are only occasionally working remotely, it is likely for non-work-related reasons, such as parenting, illness or work-life balance. As a result, their attention may be split between job responsibilities and outside factors. 

To ensure everything gets accomplished, consider setting communication guidelines . Are employees expected to be online and available over the course of the entire workday, or just during predetermined core hours? How do you expect WFH employees to handle their meeting schedules when out of the office? Set clear expectations so employees can better coordinate their personal matters alongside their work responsibilities and be more productive throughout the day.

Moreover, set specific guidelines for responsiveness and preferred modes of communication. Doing so holds remote workers accountable and sets expectations for in-office employees. If WFH employees are not expected to respond immediately to requests from their colleagues, in-office team members will know not to expect immediate responses and consider going to someone else for time-sensitive questions.

Set Technology Support and Requirements

In some cases, employers may require that employees have access to specific technologies — software, internet speed, personal computers — in order to be eligible for remote work. Within your work-from-home policy, outline any prerequisites so employees can coordinate their tech needs ahead of time. Outline what technology the company will provide. Will you provide a monitor for both the company and the home office, or is the employee expected to bring equipment home when working remotely?

Additionally, outline the procedure in case an employee is experiencing technical difficulties while working from home. You likely have tech support onsite, but if a computer stalls or a program will not run, how do you expect WFH employees to respond when they cannot readily access your support team? Consider investing in remote desktop sharing software so tech support representatives can access an employee’s computer remotely.

Note Office Supplies and Maintenance Requirements

Apart from supplying employees’ technology and devices, explain whether or not you will furnish their home workspace with supplies or other amenities. From a legal standpoint, it is important to stipulate the employee’s maintenance responsibilities and which responsibilities you, as an employer, will assume.

For example, employees are most likely expected to maintain their office cleanliness and ensure it’s well-furnished as a constructive working environment. You may agree to supply team members with common office items, such as pens, notebooks and a stapler, in which case a monthly “office supply” stipend is a great perk .

Further Reading: Bereavement Leave Is Evolving

Define Security Requirements

Because you cannot guarantee what kind of network your employees have access to at home, it is vital you clearly outline security expectations, such as not working on sensitive projects in public settings or on public Wi-Fi networks. To make working from home a reality for your employees, you may need to offer security resources, such as a Virtual Private Network (VPN), in order to protect your people and business.

Specifically outline expectations for employees in client-facing roles. Do they need to make calls from a private line? Are they allowed to work in public settings where private information can be overheard? Will you reimburse employees for voice and data charges incurred when making work-related calls? If you don’t explain how employees are supposed to conduct themselves when working on client projects, you cannot manage nor guarantee the security of your business.

Set Productivity and Performance Expectations

Employers are often wary of offering remote work opportunities for fear that employees will take advantage of the policy. However, data from a monthly survey conducted by researchers at the University of Chicago, Stanford University and the Mexico Autonomous Institute of Technology showed that six out of 10 workers reported being more productive working from home than they expected to be. Be sure to manage expectations and reiterate that the work-from-home policy is truly a benefit by outlining productivity and performance standards.    

Additionally, determine how you’ll track productivity. While time logs are an option, they are less indicative of performance than time spent on a task. Determine the specific metrics that are more relevant to your business and track those. Consider relying on managers to gauge productivity by tracking completed tasks, or utilizing a task-management platform to make work progress visible. There are a variety of project management tools that measure productivity or provide technology to help your employees better manage their time.

5 Tips to Make Your Work-From-Home Policy Successful

Once you’ve established your final work-from-home policy, consider the following five tips to set your team up for success.

1. MAKE COMMUNICATION A PRIORITY

It is no secret that things can get lost in translation over email or instant messaging. In order to ensure tasks are completed efficiently and accurately while employees are working from home, set communication expectations between managers and direct reports. 

For example, consider having WFH employees start the day with a 15-minute call with their managers. This provides a more direct and clear communication channel where employees can get specific questions answered before diving into work and managers can adjust the individual’s priorities or deadlines without creating unnecessary confusion.

Invest in instant messaging and video conferencing tools that can smooth out indirect communication over the course of the workday. And to keep track of assignments and monitor productivity, consider implementing a task-management platform .

2. EDUCATE ALL EMPLOYEES ABOUT THE POLICY

Even if your work-from-home policy only applies to some employees, clearly explain the rules and expectations to every team member before implementing it. This is vital to your team’s success. While WFH employees hold the majority of the responsibility for accomplishing work in a timely manner, in-office employees need to be aware of what is expected of their remote colleagues as well as their own responsibilities for keeping WFH workers in the loop. 

Take extra time to review the policy with managers. Because some of their reports may be working from home more often, it is imperative that they understand the policy and how to uphold it.

3. ASK YOUR EMPLOYEES FOR THEIR INPUT

Before finalizing the policy, be sure to conduct surveys and discussions with your employees about what a fair work-from-home policy should look like. Gather feedback on employee productivity and performance metrics, communication expectations and the approval process to determine what may be unrealistic for your current workforce. Asking employees their thoughts on company policies also lets them know you’re thinking about their well-being. 

4. EVALUATE YOUR POLICY REGULARLY 

To ensure your work-from-home policy is successful, check in with your team and managers regularly after implementing the program. Some questions to consider during check-ins include: 

• Has productivity increased? 
• Are there major project delays?
• Are managers finding it difficult to keep tabs on their reports and direct their teams now that several employees are remote? 
• How do in-office employees feel about the policy — has it created any unforeseen obstacles to their success? 

Continually assess your plan, its effectiveness and your inclusivity efforts in order to create the best employee experience possible. Consider providing or recommending remote development opportunities to employees too. 

5. LEAD WITH TRUST

It is tempting to switch into micromanaging mode when several employees are working from home, but doing so will only create problems for your team. For your work-from-home policy to be effective, senior and middle management need to trust their direct reports to uphold expectations and adhere to the rules. If employees fail to do so, consider adjusting the policy or addressing employee issues individually. 

Attempting to micromanage from afar will aggravate employees and drive them away. Remote work is a huge perk that can significantly boost employee engagement levels when executed well. Trust your employees as much as you value them and they will reward you with their loyalty.

If your company has already allowed remote work for some period of time, a continued ability to work from home can be extremely attractive to your employees. For recruiting new talent, not only does WFH flexibility reinforce work-life balance, it also conveys to employees that they are truly valued as individuals. It demonstrates flexibility and empathy on behalf of the employer, two characteristics that will entice top talent and keep them around.​

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An Employer’s Guide to Homeworking Policy

The years 202o and 2021 saw a dramatic increase in homeworking due to COVID – 19. Homeworking is a valuable tool for the employer and also employees.

This is an effective home working guide for employers. 

What is Homeworking?

Homeworking is a form of flexible working policy that involves the use of technology to enable employees/home workers to work away from the employer’s office. In this system, employees can either be mobile, based at home, or work from home occasionally. Homeworking has benefits to the employers but it requires policies and procedures to run smoothly and that is what this guide is about.  

Types of Homeworking

Occasional homeworking.

This type of homeworking is frequent and is done on an ad-hoc basis. This can happen when there is a specific task the employee needs to do that requires concentration without regular office interruptions. This can also occur in cases of illness or adverse weather conditions. To authorize such a request the needs of the company has to be considered.

Regular Homeworking

Regular homeworking is an agreement where the employee or home worker spends more than fifty percent of their contracted time working from home. The regular homeworker is to meet certain targets that have been agreed upon with the employer. To become a regular homeworker the employee has to put in a formal request to the employer. This formal response has to be reviewed and carefully considered by the employer or HR.

Permanent Homeworking

For this type of work, the employee spends a hundred percent of their time working from home. This also includes employees that permanently visit sites from their home base. This should be included in the employee contract. This kind of contract works best where the employee has an autonomous job. A formal request has to be filed before a permanent homeworking contract can be granted.

Benefits of Having Homeworkers for the Employer

Homeworking increases productivity.

Working from home helps the homeworker to avoid the possible distractions that can occur in the office. This improves output and increases productivity. It can also improve the quality of work of homeworkers who value working from home as their work-life balance is improved. This can also lead to a greater commitment from homeworkers.

Homeworking Reduces Overhead

Having homeworkers can reduce overhead costs. If employees work from home, less office space will be used. This will, in turn, lead to a reduction in rent, utility bill and business rates. Also, if the business is expanding and needs more space it may be cost-effective to have where possible some employees work from home in order to create more space.

Homeworking for More Diverse Workforces

Having a flexible system where employees can work from home means that the firm will be able to capture a diverse group of employees. Disabled people for example or a mother will be able to get involved. This means that your firm is open to more ideas and talents. Each individual has their unique way of doing things and this may help the company grow.

Improvement in Company Reputation

Having a reputation for flexibility might be a plus and be attractive to talented employees. Having this reputation may also help attract more customers to your firm as well as stakeholders. There are benefits to being seen as a flexible firm and it may help with word-of-mouth advertisement.

Flexibility 

Having a rigid system means that you are restricted to a particular region and territory. But with a flexible system, you do not have to consider geography as you can employ bright minds in a completely different country or continent. The flexibility of home working also helps you retain current employees. If for example, an employee has to move they can continue working for the company.

Reduced Carbon Emissions

Employees having to show up at work every day means that they contribute daily to pollution in society. Allowing some employees to work from home may be a way of showing that you care about the environment by reducing the number of pollution employees cause daily through commuting.

Some Possible Pitfalls of Homeworking

It is important to know the possible things to consider so you watch out for them and deal with them properly.

Separating home life from work life may be hard for the homeworker

The homeworker may easily let their work-life take over their home life and this can begin to affect their wellbeing. It may be necessary to produce a working guide for the employee or give regular breaks. It is also important to regularly check on the homeworkers.

Homeworker management 

For homeworking to function effectively there has to be proper management in place. This is more demanding than it would have been in an office building. There has to be greater trust between the homeworker and management. Also, effective communication tools should be set up for easy communication between the homeworker and the manager.

Homeworking costs

There may be some initial cost for setting up homeworking. This might include the cost of setting up communication tools, video calls but this initial cost will eventually even out with the cost saved from overheads due to reduced staff in the office. So, the savings may be greater in the long run for the company.

Access to employee representatives

Even though employees are working from home they still need to be able to communicate with their representatives i.e. trade union. As an employer, you should take reasonable steps for this to happen. You can have a space in the office for employees to meet with their representatives for example.

Homeworkers as carers

When a homeworker is also a carer you have to ensure that they know work time should not be used for caring for dependents. You should inform them that they are to create alternative arrangements for their dependents to be looked after by someone else during work time. This should be arranged before the employee becomes a homeworker.

The Legal Issues Around Homeworking

Health and safety of the homeworker

The health and safety requirements apply to homeworkers; therefore, you owe your homeworkers a duty of care. As an employer, you have to conduct an appropriate risk assessment to ensure that the ventilation, lighting, chair, table, computer, or any other work essentials in the proposed workplace is suitable for the work needed to be done.  

This risk assessment must be carried out with the proposed homeworker’s task in mind. You are required to supply the employee with essential equipment. If there is any dysfunction to be rectified after the home assessment, it is the role of the employee to rectify this. It is also the role of the homeworker to keep the workplace safe after it has passed the risk assessment and they are required to inform you of any change in the workplace.

Handling an employee’s flexible working request

Employees with 26 weeks of service can request to work flexibly. You are not obligated to accept such a request but there has to be a reasonable reason for refusing it. You have to properly communicate and explain this reason to the employee. The law sets out eight possible reasons for refusal:

• It will place a burden of additional costs on the firm
• It will have a detrimental effect on the company’s ability to meet its customer’s demands
• The company is unable to reorganize work among its current employees
• The company is unable to take on new employees
• Homeworking will affect the quality of work produced
• It will affect the performance of the employee
• There is insufficient work during the employee’s proposed work period
• There are planned structural changes

Supervision and support of homeworkers

A homeworker is still subject to the same support and supervision given to an on-site worker. There should be regular daily appraisals with the supervisor. The supervisor should also be quick to pick up on signs of stress or difficulty and it should be dealt with immediately. The appraisal, reporting, and support system should be agreed on from the onset. There should also be enough opportunity for the homeworker’s work to be reviewed and a system in place to track the progress of the homeworker. If a homeworker complains that their health is being affected this should be raised immediately and the homeworker referred to appropriate care. As well as a risk assessment it may also be important to carry out a stress risk assessment and issues raised should be addressed.

Confidentiality and data security

Data security obligations do not change simply because an employee is now a homeworker. Regardless of the location, work is carried out by the employer and the employee is still; bound by GDPR and other data security laws. The homeworker must be reminded of this. It is also important to assess equipment provided to homeworkers during a risk assessment to see if they comply with data protection laws.

The tax status of an employee does not change simply because they are now a homeworker. The income tax and national insurance contribution should still be removed from the employee’s salary. It is important to inform your employees about the possible tax implications involved with homeworking. In the course of carrying out their job, the homeworker may need to purchase additional equipment. You can pay tax-free payments to employees to cover the additional cost involved with homeworking. 

Working time

Under the Working Time Regulations 1998, the time an employee spends commuting to work does not count as working time. However, for a homeworker, the time spent commuting to the employer’s premises counts as working time. It is important to agree on the working times with the homeworker from the onset. It should be agreed if it will be a strict working time or flexible. If it is flexible core hours should be agreed and if it is fixed then breaks should be agreed on. This will help you ensure your employees are not overworking. Whilst agreeing on the working time it is important to ensure that homeworkers do not exceed the 48-hour limit on their working week and remember the traveling time adds to this. The only exception is if they have opted out of the maximum hours’ limit.

Mortgage provider

There is some mortgage agreement that prohibits the use of the property for business purposes without consent. It is important to remind employees to check their lease and obtain consent from their mortgage provider to work from home where stated. The homeworker should also get confirmation of cover from their home insurer in case a piece of work equipment causes damage. It should also be agreed from the onset if you will cover the extra premium.

Is Homeworking the Right Choice for Your Organization? 

One effect of COVID-19 is the increase in homeworking. This type of flexibility has many benefits to the employer. It reduces cost, increases the quality and quantity of work, gives the company a good reputation, and gives the employer a wider range of choices. Before deciding to allow home working, it is important to consider the initial cost involved, if you can manage employees from home, how to give homeworkers access to their representative and how to handle a homeworker that is also a carer.

You should also be aware of the legal issues involved such as data security, health and safety of homeworkers, support of homeworkers, and basic things that should be agreed on from the outset. With the advancement of technology and the flexibility the 21 st century brings, homeworking is definitely something to consider and implement where appropriate.

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Remote Work Policy Sample for Employers (with PDF sample template)

With the rise of work-from-home, it's getting increasingly more important to put the agreements, requirements and responsibilities of each party down in writing, as part of a Remote Work Policy or " Work from Home " Agreement. But what should be included in one of those contracts and why are they needed?

What is a remote work policy?

A remote work policy can either be an organization-wide document that captures rules and regulations around remote work or an addition to an existing employment contract, listing new requirements and responsibilities as an employee goes remote.

In particular, the second case is more relevant than ever, as thousands of organizations migrate to a remote-friendly working environment in the face of COVID-19 and its long-term effects on the workforce.

As part of the official remote work policy, you would go over changes to working hours, the scope of the work agreement, responsibilities of the remote worker during their days working from out of the office and more important rules for grey areas, like what happens with company equipment or who is responsible for office-related costs.

Remote work policies are often a slim contract to sign, rarely ranging over two full pages and are therefore often overlooked. You may not need it, but it's better to be on the safe side.

Why should I have a remote work policy?

While one big part of the remote work policy is about managing expectations and clarifying the scope – something that could potentially be done in an internal memo as opposed to a formal contract – the other half is for legal coverage as well.

For example, it's important to put the policy behind relocations and compensation plans down in writing. Folks need to adhere to security measures to make sure that internal data isn't leaked. In addition, the protection of intellectual property when someone works without strict working times from home should be regulated as well.

Overall, in many existing employment contracts, performing work and protecting intellectual and physical property is only covered in the office. To expand coverage, it's necessary to add the exception of remote working as a possible avenue as well.

How to create a work-from-home agreement

A work-from-home agreement isn’t hard to write and it will provide coverage for your company. If you want to protect yourself and your employees from harm, these areas should make it into the policy.

Remember that this is just a sample remote work policy. As you build your own policy, be sure to consider your company’s unique needs and personalize a WFH policy template according to your needs.

Eligibility 

Before you specify your remote work policy, consider who will be eligible to work from home. For example, is this benefit available to all employees? Is it available for all days of the week or just a few? Will employees have to request WFH time? It’s essential to clarify eligibility for remote work from the get-go. 

Scope & Duration

There are dozens of variations on remote work . You may have a mixed model, where folks spend a few days per week at home. You may have a work-from-home policy that allows people to take a certain amount of home office days. You might be partly remote, with some employees in the office and another batch remotely or finally, you may be fully remote, with no office whatsoever.

Especially during the pandemic, you may want to have a limited transition to remote work for a while. You may want to specify that folks can work fully remote for the summer, to avoid the hot office that doesn't run A/C. There are no limits to possible configurations that you might create.

Your working from home policy template should include:

• the kind of remote work you would like to allow, 
• the limits of it 
• and the responsibilities involved.

Relocation & Compensation

If you run a fully remote operation, it's more than reasonable for employees to decide to move somewhere else, where they prefer. Your job as an employer is to build a relocation strategy and decide whether the overall compensation is bundled with the location of an employee. You might also start to think about international contracts and compliance.

Additionally, it's often expected or even governed by the law that you as an employer have to reimburse office-related costs . As our homes turn into offices, where do you draw the line? It's common to cover internet and electricity, but you might also want to cover part of the rent or a fixed desk in the office.

If you expect employees to travel to a main headquarters a few times per year, that should be put down in writing as well. For example, your sample remote work policy should mention how much is covered during that period of travel and what needs to be paid by the employee.

Remote Working Requirements

Not all remote work is made equal. You should be clear what's expected from your newly transitioned remote workers and set forth limits. For example, while you may have used time tracking before to record working times, that's no longer feasible when working from home. After all, it's sometimes hard to draw the line between the professional and personal at home.

At the very least, your WFH policy template should specify the minimum requirements to make this set up work: Employees should work from somewhere where they are not distracted – in front of the TV or on a beach is typically not a feasible place for focused work. A stable internet connection is a must, so it needs to be arranged either at home or at a shared office.

Breaks are still crucial to recharge, so prevent folks from working for hours on end, at nights or weekends. Unless they take the days off otherwise, it's usually not a long-term solution. Finally, make sure that communication is set up in a way that works for everyone. Either being available on Zoom and Slack during working hours or fully implementing async communication.

Changes to Existing Policies

If you are transitioning from office to remote work , you might have multiple policies already in place that are interfering with your move to remote work. A common policy is in-person time, for example. If you previously had a policy that employees have to be in the office between certain times on a workday, that is no longer possible. The same counts for certain perks or dress codes.

You will also want to specify if a new policy replaces an old one. For example, your intellectual property policy usually overwrites the one already agreed on in the employment contract. New security measures might come into place and there will be new rules about taking equipment home.

Equipment & Security

Finally, the way you handle your equipment changes with a transition to remote work. It's traditionally the case that all work done on office machinery belongs to the company, but as people work from home and might mix private and work, that can often come back to bite you.

Additionally, more security measures need to be in place. It's often a good idea to specify these needs in a sample remote work policy. For example, you might require office traffic to go through a VPN, use a certain standard for passwords and have documented policies on theft or data loss.

Optional areas of a sample remote work policy

The best sample remote work policy should also include optional areas that lead to better WFH results. These guidelines can be used to improve virtual teaming overall. For example, here are some areas to consider adding: 

• Teaming etiquette. Your employees will be more productive and happier if they understand daily expectations. For example, set the ground rules for virtual meeting etiquette, such as muting microphones.
• Working hour guidelines. It’s also important for teams to respect working schedules. For example, it’s a good idea to add guidelines such as no email sending after 7 p.m. at night. 
• Team building. Creating a good rapport with your teams is vital. Consider rules of engagement such as guidelines for team building. Can workers have virtual coffee dates during working hours? Is there at least one in-person event per year? You decide! 
• Streamline communication. Define what tools should be used for communication and collaboration, so there’s no confusion.

In addition, your remote work policy will depend on your geographical region as well. For example, a typical remote working policy template UK will include homeworking guidelines according to local British law.  

Best practices for work from home policy samples 2021

In addition to the key areas mentioned above, every WFH policy template should follow best practices. This includes values such as:

• Clear wording , so the contract is easy to understand. 
• Rule enforcement policies , so the consequences of breaking them are straightforward. 
• Educating employees on the policy , so that there’s no confusion about it.
• Signing the policy with every new update , so that everybody’s literally on the same page.
• Regular review of the policy , so your company can adapt to new needs over time.

Finally, even though working from home policy templates can define all areas of work, you should try to build a team based on trust. The more flexibility and trust you give your employees, the more likely you’ll create an excellent work environment. 

Download our sample Remote Work Policy PDF

Excited to see what a remote work policy could look like? Let us help you out.

Download Remote Work Policy PDF

This is just one of many work from home policy samples 2021. With it, you can create a policy that’s legally compliant and includes a full scope of WFH issues. Don’t forget about following best practices too, such as rule enforcement.

Remember that a working from home policy template should be personalized to your company’s needs. To help you build a better remote work strategy, you can get even more resources on NoHQ . 

By now, you should know the ins-and-outs of work-from-home agreements. The only thing left to do is to implement it. Best of luck! 

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