”7 Steps to Creating the Perfect Remote Work Policy”

A remote work policy details your work agreement with remote workers. It should explain the qualifications of remote workers, their duties and responsibilities, as well as their legal rights. The best remote work policies also outline your company’s responsibilities and obligations to remote workers.

Work from home policies guide your relationship with remote employers and should, ultimately, lead to mutual benefits and foster trust for a happy working relationship.

7 Steps For The Perfect Remote Work Policy 

Here’s how to create the perfect work from home policy:

1. Define who can work remotely

Not all employees can qualify to work remotely. Let potential employees know:

• Whether they must reside in the same location as your business or they can work from anywhere. For instance, a requirement for your employees to report to the office at least once or twice a month disqualifies potential international potential employees.
• Which roles require them to work from home and which ones must be in-office. If you have employee roles that require the use of specialized equipment, supervision, or interaction with sensitive information, these are best left to your in-office staff.

For employees who must work in-office, you can make a provision for them to work from home a few days a year to promote a flexible work environment for all.

2. Plan a work schedule

Remote employees often work outside of the 9-5 model, raising issues of availability. Choose between letting employees plan their own hours or demanding availability during specific hours.

Most employers who hire remote workers use the completion-based work model that focuses less on how many hours an employee puts in and more on their output.

You can put in measures that will help evaluate the success of your work plan model such as:

3. Highlight company policies, rules, and regulations

Your remote work policy should clarify company policies that apply to your remote team and the consequences of breach, such as disciplinary action or employment termination.

For instance, you can state that remote employees are expected to adhere to all regulations in the employee handbook and company policies regarding paid time off (PTO) and confidentiality. You can state that remote employees will sign a Non-Disclosure Agreement (NDA).

4. Define company and employee obligations and responsibilities

Outlining company and employee responsibilities helps to avoid conflicts and unnecessary litigations. Make clear each party’s obligations with regard to issues like:

1. What equipment and supplies the company vs the employee will supply in terms of hardware and software
2. Who will cover work and travel permits for remote employee
3. What remote employee liabilities you will cover

5. Set communication guidelines

Clear and timely communication is crucial for the success of your remote team. Set communication rules that will work for you and your employees. These include:

• Choosing the best communication tools to use for virtual communication, which include video conferencing tools, live chat tools, and emailing tools
• Establishing time frames for responding to messages and emails
• Setting guidelines on when to use each type of communication. For instance, stating that employees should only share important documents via email

Train employees on how to effectively use these tools and emphasize on the need to safeguard the privacy of confidential data while using communication tools by, for instance, setting strong passwords.

6. Discuss compensation and benefits

Be clear about everything, from base salaries to eligible expenses, the process of reimbursing employee expenses incurred on behalf of your company, and the criteria for salary increments, bonuses, and promotions. For instance, you can state that salaries are based on location.

Outline the benefits that your company offers as well. These could include physical or remote coworking spaces for employees who need them, childcare stipends, or wellness programs like mental health resources.

7. Termination of employment

Make clear the guidelines a remote worker should follow for resignation. For instance,

• Can a remote worker terminate their agreement before the end of a contracted period?
• What is the notice period that the employee should give before resigning?
• What is the recommended channel of communication for terminating a contract?

Include your own list of remote employee termination guidelines as well.

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