Remote work policy template

Key components of an effective remote work policy

Remote work can provide employees with better work-life balance while allowing employers to cast a wider net when sourcing talent. Working remotely has become the norm in many organizations but presents unique logistics, collaboration, and oversight challenges. As such, companies need a well-crafted remote work policy to outline expectations and guidelines around working remotely clearly.

If your organization is exploring remote work or simply updating its remote work policy, we’ve outlined some key considerations below. You can also use our remote work policy template as a starting point for crafting your company policy.

What is a remote work policy?

A remote work policy is a written company policy. This policy provides guidelines for employees working outside the office. Furthermore, it generally details your company’s overall policy on remote work.

For instance, it might specify whether a minimum number of in-person days is required each week. It also outlines what employees must do to request the option to work remotely. Finally, it sets clear expectations for employees during their remote work time.

Possible remote work arrangements and policies

Two primary approaches to offering remote work options are fully remote work or hybrid schedules. Each has pros and cons. Here’s what you need to know about each option.

Fully remote work policy

Some business owners are eschewing the office entirely and have embraced fully remote work arrangements for all staff, or at least for specific roles and departments that can get their work done within being physically present in the office.

Fully remote work arrangements do offer some unique benefits for both employers and employees:

  • Offering fully remote roles can help improve your recruiting outcomes. Companies advertising remote jobs can access a wider pool of talent, and remote work is often seen as a big perk that may help you beat out the competition for the top candidates.

  • Remote work can improve employee well-being and work-life balance by eliminating commuting. A lengthy commute in traffic can add a lot of time and stress to someone’s workday and speed up burnout.

  • Many employees prefer remote work. Thus, allowing them to work remotely can improve employee satisfaction and retention.

  • Employers who switch to a fully remote staffing model can save money on costs related to office space, in-office perks, equipment, and even salaries.

However, that’s not to say that a fully remote workforce will be right for every business. A partially remote workforce is often more appropriate.You want to allow employees to work in their preferred environment.

However, some job duties will require employees to go to a physical worksite. For example, they might need to interact with clients and co-workers.

Additionally, they may need to use specialized equipment at times. Thus, the hybrid work model is also a strong option when implementing a remote work policy.

Hybrid work policy

A hybrid work model is a mix between a full work-from-home policy and an in-person work policy where teleworking is allowed for part of the workweek. This often looks like 3 days remote and two days in the office or vice versa.

However, the split is up to the company’s leadership. Some hybrid roles only require employees to work from the office one day a week or to come in for on-site client or staff meetings as needed.

Hybrid work offers many benefits, such as remote work, including increased employee satisfaction, retention, and cost savings. They also provide enhanced interpersonal connections and collaboration opportunities compared to fully remote work policies.

How to develop the right remote work policy for your business

Here are four key steps for developing your remote work policy.

  • Consider Your Operational Needs

Do employees need to be in a physical worksite to collaborate or complete their tasks? Are there data security concerns that you’ll need to consider? Suppose you regularly handle highly confidential information such as medical files.

In that case, you’ll need to be particularly cautious about addressing information security concerns when allowing remote work (requiring company-provided, secure laptops and a VPN when accessing work systems at home).

You’ll also want to examine your business needs to determine the best type of remote work policy if that is your plan. Will everyone need to maintain the same work schedule?

Or will you allow some flexibility around work hours for remote workers? These are all critical things to consider and address in your remote work policy.

  • Know Your Team

While business needs often dictate what policies are practical, knowing your team and how they work is essential. Many employees reported increased productivity and well-being when they shifted to remote work.

However, social and collaborative teams may lack connection when operating as fully remote employees. A hybrid policy may be a good compromise if employees want more connection or hands-on support.

  • Conduct a Survey

If you aren’t sure where your employees stand on remote work options, ask them. Have human resources send out an anonymous survey or include remote work questions on their employee engagement survey.

  • Leave room for flexibility

Regardless of your chosen policy, it’s essential to be flexible. Some businesses operate primarily in-person but maintain a remote work policy that details guidelines about using remote work for extenuating circumstances, such as overtime or unexpected childcare issues.

Flexible work arrangements, including remote work, may qualify as disability accommodations under the ADA in some circumstances.

If your policy requires employees to be in the office for a set number of days, include a statement about exceptions. Specifically, state that human resources or management will consider exceptions on a case-by-case basis. Moreover, to ensure fairness and transparency for all, establish a clear approval system for these exceptions.

What to include in a remote work policy

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Below, you can find the most essential points in your remote work policy to ensure that it is comprehensive enough to address all common questions and concerns.

Eligibility guidelines

Who is eligible to work remotely? Do employees need to complete their training and a probationary period before they can start taking work-from-home days?

Is there a specific process employees must follow to submit remote work requests, such as seeking approval from their supervisor or the human resources team? Do they need to sign a remote work agreement of some sort?

Technology requirements

What responsibility do remote employees have regarding technology use? This is pretty simple if your company provides equipment such as laptops or desktop computers for employees’ remote workspaces. You can state that employees should use their assigned equipment and avoid storing files on personal devices.

Remote work stipends or reimbursements

Will you provide a one-time or recurring stipend for remote workers to help them set up and maintain their home office space? Often, one-time stipends help employees purchase larger items like a desk or ergonomic office chair for their remote workspace.

It’s also worth checking in on your state laws, as some states have more specific guidelines for reimbursing employees for using their devices (such as smartphones or laptops) and home internet for remote work.

Expectations

Ensure that you expect employees to comply with your established workplace policies or list any allowed deviations (such as adjustments to your attendance or dress code policy for remote workers.

If you have specific expectations about communication response times, timekeeping tools, or other remote work management policies, outline those.

Remote work locations

Remote workers can work from anywhere in theory, but that may not necessarily be your policy. Outline any guidelines about where employees may work.

For example, those dealing with sensitive data may not be allowed to work in public at coffee shops because of security concerns with accessing secure data in crowded spaces or on public Wi-Fi.

You should also remember to ask for updated addresses. Specifically, when hiring remote workers, you must comply with various laws and payroll tax regulations. These regulations are specific to their primary work region.

Therefore, your policy must state that remote employees need to alert you if they relocate. Additionally, they should inform you if they plan to work from a different location for an extended period. Ultimately, these changes can have compliance implications.

Remote work policy template

[Company Name] may allow eligible employees to work remotely if their duties can be effectively completely offsite. This policy outlines the requirements and expectations associated with working remotely for the company.

Scope

This policy applies to all team members employed by [Company Name] unless otherwise specified in your employment agreement or through a reasonable accommodation agreed upon with our HR team.

Eligibility

Employees hired with a remote work designation will be eligible for a remote work arrangement. Those not hired as remote workers must submit a remote work request form to their manager to request eligibility for a full or partial remote work arrangement.

Eligibility will be determined based on the suitability of your role for remote work, as well as your demonstrated punctuality and ability to manage your time independently.

Remote work expectations

Employees working remotely must comply with workplace policies. These policies are outlined in [Company Name]’s employee handbook. Additionally, remote employees should log on from a secure work location. This location must have a reliable internet connection.

Furthermore, remote employees must follow all IT policies regarding the use of work equipment. Finally, those working remotely permanently will receive a one-time stipend. This stipend, amounting to [dollar amount], is for setting up their home workspace.

Unless employees have received written approval from their supervisor, all team members are expected to maintain their standard daily work schedule while remote.

Please plan to log on and check in with your manager at your scheduled start time for each shift. Non-exempt employees must record their remote work time in our timekeeping software system.

Equipment

[Company Name] will provide the necessary equipment to remote employees to allow them to effectively complete their tasks remotely. This may include a company-issued laptop or desktop computer, among other pieces of equipment. Employees are responsible for handling these devices carefully and promptly reporting any lost or stolen device to the IT department.

Employees may be asked to use a VPN and/or multi-factor authentication programs to maintain company information security. Please refrain from storing company files on your devices.

Compensation and benefits

No changes will be made to the employee’s compensation and benefits while working remotely unless applicable state law dictates otherwise. Remote employees are expected to promptly notify the HR department at [email address] if they are moving or will be working outside of their home region for more than [number of days] so that we may adequately comply with applicable state and local laws regarding compensation, breaks, and taxes.

More resources:
Hybrid work models employee experience New tab icon
Remote work productivity: The verdict is in and it’s surprising New tab icon
Ten handbook policies no employer should be without in today’s workforce New tab icon

Want more insights like these? Visit Kaylyn McKenna’s author page to explore her other articles and expertise in business management.