Here are the 8 things employers should consider when implementing a Telecommuting Policy:
1. Define the Telecommuting Policies, Procedures and Expectations
- Eligibility requirements, e.g., must have worked at the company/in that job for a minimum amount of time, say, 12 months; have satisfactory performance evaluations; and have no attendance or disciplinary issues.
- Types of telecommuting available
- Full-time telecommuter
- Telecommute on certain days
- Option to telecommute as needed
- Only when emergency warrants
- Procedure for employees to request and company to approve/deny telecommuting
- Hardware, software, internet connections, phone service, etc.
- What is provided by the company vs. employee
- Who pays
- Responsibility for limiting access, damage, theft
- Return of all company property on demand and upon termination
- Home office requirements
- Must be separate from living space
- Who pays for office furniture, locked file cabinets, lighting, home office space, office, supplies, etc.
- FLSA Compliance
- Tracking time worked and days off
- Overtime approval procedures (nonexempt)
- Off-the-clock limits
- Require confidentiality of company information
- Work-related injuries must be reported immediately
- Consequences of failing to follow policy
- Termination of telecommuting arrangement
- At company’s discretion
- Upon performance issues
2. Define what positions will be eligible for Telecommuting
3. Determine if the employee is suited for Telecommuting
- Self-motivated/self-starter
- Ability to manage time
- Organizational skills
- Strong knowledge of job duties
- Limited supervision needed
- Not easily distracted
- Able to handle technology issues
- Comfortable working alone
4. Written Telecommuting Agreement and Acknowledgment of Policy
- Establish days/circumstances when that particular employee is permitted to telecommute.
- State expectation for work product output (metrics, deadline review of performance, etc.).
- Indicate how often employee must communicate with supervisor.
- Acknowledge understanding of telecommuting policy.
5. Involve Telecommuting Employees in Regular Company Activities
- Keep telecommuters involved in day-to-day updates.
- Schedule regular conference calls to keep telecommuters in contact with team/department.
- Use Skype, video conferencing, etc., to facilitate face-to-face interactions.
6. Train Management How to Manage Telecommuting Employers
- Monitor telecommuters’ work.
- Evaluate job performance for remote workers.
- Handle pay, benefits, and recordkeeping.
- Enforce policies.
- Keep telecommuters on radar for advancement.
7. Comply with State and Federal Laws
8. Address Technology Issues for Telecommuting
- Establish protocols for updating hardware, software, virus protection, firewalls, passwords, etc., for telecommuters.
- Consider backup solutions if one type of technology is temporarily unavailable.
