HR's Guide to Creating a Remote Work Policy

The future of work has changed - even after the start of the pandemic. While many companies rapidly adjusted to the need to shift to digital, some changes were fleeting and some are here to stay.

In 2022, many workplaces have developed a hybrid remote/in-office system which requires its own considerations that are distinct from 100% remote offices.

The first step for most employers is to determine if they want to create a completely remote work policy, a flexible policy, or a hybrid policy.

Best practices before you start building the policy

Inclusion: Your policy must be inclusive in both wording and practice. Remote work policies haven’t been applied to all industries across the board. In fact, in many companies, there have been distinct separations across race, gender, and class in terms of who gets the flexibility of remote work - and there have also been distinct differences in how they impact people at home.

Accountability and Enforcement: Many companies have resorted to intense monitoring of remote workers but this breeds distrust and dissatisfaction - and it’s an ineffective form of management. Employees need to be held accountable for outcomes, and when those outcomes aren’t met, there needs to be a system for addressing it. This has little to do with how and when they work.

Fairness and Equity: Every single worker can’t be remote. There are simply some roles that don’t allow for it. But that doesn’t mean there isn’t a way to build more flexibility, autonomy, and fairness into the organizational policies - from how performance is measured to who is held accountable and how.

What key considerations should your policy include?

Working Hours and Locations: Are there tax considerations to factor in if employees want to work remotely from a new state? Does business need to be conducted on specific days of the week and in a specific time zone? Is there an expectation that employees work on-site at different intervals? 

Timekeeping: How should employees track their time? Should they track the number of hours worked and type of work conducted or does it need to be more specific? Where and how should this activity be recorded and who should it be sent to?

Communication: How will virtual meetings be conducted? How will hybrid meetings be conducted? How and where will in-person meetings be conducted? How should managers approach creating hybrid meetings that ensure remote workers aren’t sidelined?

Technology: Are employees equipped with the tools and resources needed to work in-office and/or remotely? Do they have appropriate computers, machinery, and other equipment? Are they able to select and expense their own tools if needed or is there a standard set to order?

Cybersecurity: What cybersecurity or data privacy policies are there? Are there standards and guidelines for the type of machinery or network employees must work from or the way their work files should be stored?

How GoCo Can Help

• Create an Up-to-Date Digital Remote Work Policy - With GoCo’s advanced Magic Docs technology, HR pros can create a new or updated template for remote work and magic-tize it from there. Create custom fields within your remote work policies, easily collect employee e-Signatures, preview custom documents using “magic” templates, and send secure links company-wide to make sure everyone is up-to-speed on updated policies.

• Ensure Compliance with HR Compliance Pros — Get personalized remote work policy advice, compliance resources, and tools to support your employees through remote work and beyond. Connect with experienced advisors and stay informed with up-to-date, state-specific HR information to help you stay compliant and support your employees.