It is usually a challenge for most businesses to transition from a brick-and-mortar setup to a virtual one. A Remote Work Policy is becoming a must-have for businesses.
With sound preparation, you can hone a workplace experience that fosters efficient communication as in the office. Also, you can enhance collaboration, and productivity within your team remotely.
This article is to help any business plan and create the ideal remote work policy. It will provide the medium to support remote work and mitigate any drawbacks when taking employees out of the office.
- What is a Remote Work Policy?
- Include These In Your Remote Work Policy
- Setting Your Team Up For Success
- Q & As About Creating A Remote Work Policy For Your Business
- How can you maintain company culture with a remote workforce?
- What makes a Remote Work Policy Effective?
- How do you manage and monitor hourly employees?
- How do you ensure team productivity in a remote work setting?
- Can the success of a Remote Work Policy Be Evaluated?
- Are there any tips for employees transitioning into remote work positions?
What is a Remote Work Policy?
It is an agreement between an employer and an employee outlining the responsibilities of employees regarding the nature of remote work. A Remote Work Policy may also contain eligibility criteria. This will define who can work remotely, and the approval processes for such privileges.
The purpose of a Remote Work Policy is to optimize for a successful workforce while limiting risks associated with working outside the office.
Include These In Your Remote Work Policy
A good Remote Work Policy should include the following aspects:
A Revamp of Communication Channels
The following are a few helpful communication resources:
Slack: A new way to communicate faster than email and more focused than chat.
CloudTalk: This is a remote-ready call center for sales and support teams.
The Intranet: Provides access to HR resources, policies, and FAQs.
Nextiva: Connects phone systems with business apps, automation, and AI on a single platform.
Monday.com: This provides for project management in one workspace. Easily plan, track and deliver your team’s best work.
Define Eligibility To Work Remotely
Determine and make known which teams will work remotely. All job roles cannot be remote. Therefore it is necessary to make this distinction.
Institute An Approval Process
Decide who should work remotely. Let all employees request remote work privileges. Also, let them know the nature of the approval process and the duration of approval.
Set And Manage Working Hours
Also, evaluate your standard office workday. Clearly define when your employees should work. You can either set a range of working hours for salaried employees or assign a daily minimum total number of hours for hourly employees. It will depend on the nature of your business and how you structure your teams.
Create Availability Standards
After setting up working hours for all your team members, create standards around when they could be available for their team and the business as a whole.
IT Support
Technology is required to perform the most basic job functions in a remote setting. You need to provide adequate IT support. Ensure that employees and IT communicate effectively with each other. Many tools and software that assist businesses and companies to run virtually. Some software companies offer extended trial usage periods at discounted prices.
Maintain High-Security Standards
Instruct employees to avoid using public WiFi on business devices. It will prevent vulnerability to attacks online and exposure of business data. Invest in setting up an encrypted Virtual Private Network (VPN) for all your teams. Also, sensitize your team to separate work activities and data from personal data. They can do this by using separate devices for each.
Record Workflows and Processes
Avoid any ambiguities or assumptions about tasks. Ensure that all documentation or emails are concise. This is because there is no possibility for interpretation of body language and tone, unlike physical communication.
Maintain Constant Internal Communication
Endeavor to maintain and enhance constant communication and engagement among team members. Also, regular weekly presentations could keep the team motivated and inspired. Organize team-building exercises remotely to keep employees engaged.
Also, keep all doors open to non-work-related issues your team members may be facing, such as but not limited to illness.
Create Avenues For Feedback
Anonymous feedback from your team and managers can be very constructive when starting. Be open to constructive feedback. Make the appropriate adjustments for the smooth running of your business.
Setting Your Team Up For Success
- Engage Employees Through Your Vision Statement And Set Clear Goals
Tie your vision statement to achievable goals for your team. It will make the vision an integral part of their daily experience. It will motivate and remind employees of the importance of their roles in the business.
Therefore, make the vision statement relatable and concise for all job roles. Share employee success stories to inspire teams. It will make everyone know that they are valued and that their efforts are fruitful. In addition, it will develop a culture of kindness and responsiveness.
- Be Transparent With Your Team
Make all teammates aware of all that happens in other departments. It helps teams stay connected and make better decisions. Thus, enabling them to do their jobs better, despite working remotely.
- A Complete Employee Experience
Ensure a healthy work-life for all employees. Provide such flexibility as to enable them to be responsive to work, family, and friends.
Honor reality and avoid manipulation. Choose to be great and reject mediocrity in all its forms. Strive for exceptional outcomes and do not give up when challenges arise.
Q & As About Creating A Remote Work Policy For Your Business
How can you maintain company culture with a remote workforce?
A: Stay connected with your teams always and maintain healthy human interactions at all times. Also, let them understand that they are valued and appreciated. Include remote workers in all other extracurricular activities the business may have. Find ways to extend in-office amenities or personal development assistance to remote teams.
What makes a Remote Work Policy Effective?
A: An effective Remote Work Policy helps employees optimize their work environment wherever they are. Furthermore, it sets them up for success. It clearly defines and communicates all responsibilities, ethics, and expectations.
How do you manage and monitor hourly employees?
A: Mobile attendance systems like TimeDoctor enable hourly employees to track their time. It is important for compensation and accountability purposes.
How do you ensure team productivity in a remote work setting?
A: Provide all employees with the required tools for the smooth functioning of job roles. Also, manage accountability via check-ins at the start and end of the day. This can be done through video conferencing.
Can the success of a Remote Work Policy Be Evaluated?
A: Depending on the goal of your Remote Work Policy, measurement KPIs -health, safety, productivity, and employee satisfaction – can be used to measure its success.
Are there any tips for employees moving into remote work positions?
- The importance of self-care and healthy nutrition cannot be over-emphasized.
- Designate a dedicated workspace.
- Move! Avoid sitting for long periods.
- Turn off distractions such as social media. Also, set short break periods where you check in and return to work.
- Make time to step away from your work-home environment.
- Maintain your morning routine like you would if you were going to the office daily.
- Avoid spending a lot of time on TV. Strive to be as productive as possible. Tools like TimeDoctor, help you track your time and improve your productivity.
