Remote Work Policy

Remote teams can open up vast opportunities for every business, from gaining access to a diverse talent pool to lowering costs for employing a skilled workforce. However, to manage teams within international frames successfully, it’s essential to establish a remote work policy.

If you’re wondering what a remote policy is, keep reading. This article covers everything you need to know about remote policies, including the purpose, the most important elements, and other tips to help businesses elevate remote operations.

What is a remote work policy?

A remote work policy refers to a set of rules and guidelines established by an organisation to define and regulate procedures, conditions, and expectations related to remote work arrangements. Such policies are required to outline the rights and responsibilities of both the employer and employees within a remote organisation.

Purpose of remote work policy

Remote policies are created to ensure clarity, consistency, and transparency in how remote work is conducted within the organisation. These agreements provide guidelines and expectations for both employees and managers and ensure that remote operations are in alignment with the organisation’s values, objectives, and legal frameworks. A well-established remote policy doesn’t only increase workspace productivity and promote a better work-life balance, but it also nurtures effective communication, collaboration, and problem-solving culture between employees.

Remote work policy elements 

In the following section, we discuss essential elements of a successful remote policy and how they impact remote operations. Keep reading.

1. Communication policies

Communication guidelines have the purpose of establishing protocols for communication between remote employees, teams, higher management, and the organisation as a whole. Such protocols should ensure that workers and teams stay connected, informed, and productive while working in remote environments. 

Communication policies should cover the following:

• Communication channels, such as e-mail, video conferencing tools, instant messaging platforms, or project-management software.
• Availability and response times.
• Meeting guidelines, including agenda preparation, attendance, and participation for conducting effective virtual meetings.
• Guidelines for virtual team-building activities.

2. Equipment and technology 

Equipment and technology guidelines should outline the types of remote work tools, hardware, software, or any other technology the employees should use for remote work. If the organisation provides the equipment, the remote policy should define the provision procedures and return guidelines. Some other aspects of equipment and technology policies should include:

• Data security and privacy standards for performing operations remotely.
• Data backup and protection of crucial documentation and information.
• Adherence to software licenses and compliance with relevant legislation.
• Guidelines for technical support and assistance.

3. Work hours and availability

Work hours and availability clauses need to outline the time when the employees are expected to work and be available for meetings and other team activities. This part of the policy should include:

• Flexible work time guidelines if applicable.
• Guidelines for coordination and alignment in different time zones.
• Policies regarding overtime work.
• Guidelines for emergency situations and disruption that may impact the work time.

4. Confidentiality and data security

Confidentiality and data security clauses are among the most important aspects of remote policies, especially when employees handle sensitive and confidential information. The set of clauses regarding confidentiality and data security should include:

• Clear definition of different levels of data classification, including public, internal, confidential, and sensitive data.
• Guidelines regarding handling and storing confidential and sensitive information.
• Security measures workers need to consider when handling different types of information.
• Security guidelines and requirements for using own and company devices.
• Confidentiality or non-disclosure agreements to protect confidential information.

5. Performance expectations

Performance expectations should set clear standards for the successful execution of operations and help ensure productivity and accountability. This section should cover the following elements:

• Specifications regarding goals and objectives and their impact on the company’s main goals.
• Expectations regarding quality performance, including standards and quality assurance procedures.
• Expectations regarding deadlines and schedules for specific project completion or delivery.
• Ethical guidelines that address appropriate and inappropriate behaviours while executing specific tasks and operations.

6. Performance evaluation

Performance evaluation clauses should give a clear overview of how employees’ progress will be assessed, including:

• Clearly defined evaluation criteria and metrics for rating performance, such as sales targets, customer satisfaction ratings, and other measures aligned with specific job roles.
• Frequency and timing of performance review periods.
• Guidelines for self-assessment, such as strengths, weaknesses, achievements, and improvement areas.
• Guidelines for supervisor assessment, such as performance data, performance feedback, and suggestions for improvement.

7. Salary and reimbursements

Salary and reimbursement policies should promote fair compensation for remote employees and provide clear guidelines for expense reimbursement. The most important clauses are:

• Clearly defined salary structure, including components such as base salary, bonuses, incentives, and the ways of calculating.
• Clearly defined expense reimbursement guidelines, including eligibility, required documentation, and procedures for reimbursement.
• Expense policies, including limits, thresholds, expense categories, exceptions, and other applicable considerations. 
• Compliant payroll practices and payment schedules, including frequencies and payment methods.
• Tax implications and considerations related to employees’ salaries and reimbursements.

8. Leaves and time-off

Leave and time-off policies should address guidelines and procedures for taking different types of leaves and absences while working remotely. Here are some of the most important elements of leave and time-off policies:

• Clearly outlined types of leaves, including annual leave, unpaid leave, sick leave, maternity/paternity leave, bereavement leave, and other applicable categories. 
• Clearly defined and compliant timeframes, eligibility criteria and entitlements for each type of leave.
• Policies regarding requesting leaves, approvals, and tracking time off within the organisation.

9. Structure and reporting

Structure and reporting guidelines should set clear definitions of organisational hierarchy and reporting structure, as well as promote clarity, accountability, and coordination within and between remote teams. The most important aspects of structure and reporting policies are as follows:

• Clearly defined specifications regarding reporting lines, including supervisors, direct managers, and team leads.
• Clearly defined chain of command, including decision-making, escalation, and guidance-seeking procedures.
• Clearly defined team structure, including key team members and cross-functional collaborations.

10. Training and development

Training and development clauses should give insights regarding provisions and opportunities for learning, skill development, improvement, and professional growth for remote employees. Such policies should involve the following crucial elements:

• Guidelines regarding training assessment needs, including resources, tools, surveys, or written statements to help identify areas for skill enhancement. 
• Professional development plans, including guidance for setting development goals and identifying development opportunities.
• Resources for virtual training and e-learning, such as platforms, courses, webinars, or learning management systems useful for remote learning.
• Clearly defined guidelines for evaluation of training effectiveness.

How to create a remote work policy?

Creating a remote work policy that promotes productivity, communication, and cohesion between remote teams can be challenging. In the following section, we cover the general steps of creating a strong remote policy that aligns with your company goals and objectives.

1. Define the purpose and the scope of the policy

Start off your company’s remote policy by clarifying the most crucial policy elements, including:

1. The primary objectives of implementing the policy, such as increasing flexibility, improving work-life balance, or reducing costs for office space and commuting. 
2. Clearly define who the policy applies to – whether it’s specific job roles, teams, departments, or the whole organisation.
3. Outline limitations and exceptions, such as roles that require on-site presence and can’t be performed remotely.

2. Define eligibility criteria

Eligibility criteria will give your employees insights into whether they’re eligible for remote work, following a few steps:

1. Define performance metrics, and the required skills required to perform operations remotely.
2. Define prerequisites or conditions for remote work, such as probation periods or training requirements.

3. Specify remote arrangements

By defining remote arrangements, you’re setting clear expectations of how remote operations will be performed within your organisation. The following steps are required:

1. Outline the available remote work arrangements, such as full-time, part-time, or occasional remote work arrangements.
2. Determine the specific times when remote employees need to be available for performing tasks, meetings, or other activities.
3. Set clear expectations on the flexibility and limitations of the ability to work remotely.

4. Define communication expectations

After defining the specifications of remote arrangements, it’s necessary to set guidelines that address communication within the remote organisation.

1. Identify the preferred communication channels suitable for different types of communication and for your organisation’s overall culture and objectives.
2. Establish clear expectations on responsiveness and provide guidelines for exceptions.
3. Create policies that promote regular check-ins, updates, and active participation in diverse activities.

5. Set productivity and performance standards

Take steps to further elaborate remote arrangements, regarding performance, progress, and productivity:

1. Define performance standards and expectations by providing measurable goals, deliverables, KPIs, and targets.
2. Determine reporting mechanisms, including the frequencies and formats of reporting achievements and progress.
3. Implement mechanisms to evaluate performance – reviews, feedback sessions, and objective assessments. 

6. Define technology and equipment requirements

Clarify expectations and requirements about the equipment for remote activities through the following steps:

1. Determine the required equipment and technology, such as laptops, computers, software, internet connections, or other tools and platforms.
2. Clarify whether the organisation will provide equipment or employees are responsible for providing their own.
3. Specify responsibilities for the equipment in possession of the organisation, including maintenance, upgrading, or replacement.
4. Set data and cybersecurity measures, such as encryption tools, virtual private networks, antivirus software, and others.

7. Set data security and confidentiality guidelines

Establish clauses needed to protect the organisation’s interests and intellectual property with a few procedures:

1. Clearly communicate the importance of data protection and confidentiality.
2. Set guidelines for handling sensitive information in both digital and physical forms.
3. Specify protocols for storing and sharing data safely and securely.
4. Provide resources to educate employees about the best security practices, including password management and recognising potential security risks and threats.

8. Set salary and reimbursement policies

These policies are of great importance to set the right expectations regarding any payments made within the organisation:

1. Set guidelines and standards for defining salaries and benefits considering the responsibilities and task spans of each role.
2. Define the types of eligible expenses employees can claim – home office setups, internet costs, mobile phone bills and others.
3. Define clear limits and caps for the specific categories of expenses.
4. Specify the documentation requirements and timeframes for submitting reimbursements.

9. Obtain legal review of your remote work policy

This clause is important to ensure compliance with labour laws and regulations and can be done through a few steps:

1. Engage legal counsels to confirm that the policy is compliant with relevant employment laws, data privacy requirements, or any other regulations relevant to your industry.
2. Collaborate with HR professionals to ensure alignment with transparent HR practices and policies.

10. Review and update your policy regularly

After setting up a remote work policy, it’s essential to ensure it stays relevant and follows the best practices:

1. Conduct regular policy reviews and updates through feedback or surveys by remote employees.
2. Keep up with evolving remote work trends, industry benchmarks, and technological development that impacts remote work practices and concepts.
3. Ensure clear understanding of every policy update, and provide guidance to help remote employees adapt. 

Are remote work policies here to stay?

The remote work concept keeps getting adopted by many international organisations due to promoting productivity, providing flexibility, and cutting many costs related to employment. Employers can utilise a broader and diverse talent pool and advanced technology and digital infrastructure to reach versatile business objectives.As all of these global trends are on the constant rise, remote work policies will become essential to every organisation that strives to promote a healthy, balanced, and diverse remote culture where employees can thrive personally and professionally.

To sum up

Remote work policies bring value to every organisation by ensuring fair, transparent, and productive remote workspaces for employees within international organisations. A well-structured and comprehensive remote policy is essential to regulate communication, performance, hierarchy, security, and other crucial remote work aspects.

With the constant rise and evolution of the remote work concept, remote policies will keep getting more advanced to provide better conditions and environments for both global organisations and remote employees.